Managing Projects

This report provides insights into managing projects effectively. It covers topics such as key characteristics of a project, scope statement, work breakdown structure, budget generation, risk identification, quality methods, Gantt chart, and project life cycle stages. The report is based on a case study of refurbishing classrooms and libraries at the University of Sunderland London Campus.

Managing Projects

INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
TASK 1............................................................................................................................................1
1. Key characteristics of any project............................................................................................1
2. What is the scope statement of an project and role of Work breakdown structure in this
statement......................................................................................................................................2
3. Approaches to generate budget for specific budget.................................................................2
4. Identify four type of risk in project management setting........................................................3
5. Identify the quality method which...........................................................................................3
6. Produce Gantt chart and identify the critical path...................................................................4
TASK 2............................................................................................................................................5
1. Project Life Cycle stages.........................................................................................................5
CONCLUSION..............................................................................................................................11
References......................................................................................................................................12

INTRODUCTION
Managing project can be defined as the tasks carried out by corporate unit administrators for
the purposes of organizing, monitoring, executing, undertaking and overseeing particular
programs to achieve the long-term targets of organisations (Badewi, 2016). To attain the targets,
it is very essential for organisations to carry out all the operations under clear constraints. This
report is based on two different tasks which is about answering short questions and the second
task is based on case study. Plan- Xperts-20 (PX20) has been offered a contract to expand the
library of collage, all lecture theatres and rooms from ground floor to the second floor of the
University of Sunderland London Campus.
MAIN BODY
TASK 1
1. Key characteristics of any project
(A) Different characteristics which are identified in a project are as follows:
 Using of single purpose for an individual project
 The project should not be similar to other projects
 Specific time period must be provided for a project
 Project should contain some unique components
 It is process which helps in achievement of objectives and goals
(B) PID's aim is to record basic details needed for specific project at time of creation
of plan. Managers have to ensure a sound foundation for a project and make every big
contribution to projector. The objective of this project is to create a task document that will
help project manager to accomplish their objectives and tasks. It provides a list of people who
are involved in project creation and from start to finish of each project. Every individual has
certain roles & obligations that they are expected to fulfil for making project successful.
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2. What is the scope statement of an project and role of Work breakdown structure in this
statement
Scope statement contains the various forms available at the time of project creation and is
totally dependent on the type of project to be implemented and organizational structure. It is a
valuable statement that lets the company make good decisions that need more modifications.
Any project, irrespective of whether it is tiny, huge, complicated or simple, must have a project
scope statement used by the project manager to evaluate each project's expected results. This
statement should be decided on each individual's participation and it should establish the
implementation of any project. Statement of scope of the project encompasses different aspects,
such as:
 Product scope description
 Project assumptions, limitation and execution
 Acceptance criteria
 Justification
2. (B)
Scope statement allows project manager to schedule activities related to project in order
to make them more productive and would be defined by small operation in time (Brioso, 2015).
WBS plays different roles which are as discussed below:
 Establish observable and independent tasks already listed in the statement of scope.
 Assign the cost of each operation per mission.
 Monitoring daily assessment progress
 Determining the scope of the project according to client priorities & objectives.
 Delegate responsibility to the employee for each task
Work breakdown structure will be established using scope statement that contains all the
details needed at the time of implementation.
3. Approaches to generate budget for specific budget
Different methods are available that project manager requires in order to establish project
estimate and some of them are listed below:
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Analogues Estimate: it is based on other project estimates where similar operation costs are
estimated for the actual project cost. Since most of the project has the same size and complexity
level which needs just a few changes for difference in the accounts.
Parametric Calculation: This estimation covers the specific activities that are available
similar to the other projects and the estimated cost per unit (Bucero and Englund, 2015). For
example: building a business needed some common estimate such as building location and size
that helps estimate building costs.
4. Identify four type of risk in project management setting
By implementing risk management strategies below discussed, increasing risk will be
minimized:
 Avoid: Project manager will concentrate on removing trigger.
 Mitigate: There are different forms of danger that can not be removed so managers seek
to reduce their effects.
 Transfer: Responsibility can be passed to another entity, such as procurement of
insurance, warranty, etc.
 Exploit: Involve further activities or modify the project to generate new opportunities
5. Identify the quality method which
Managers in the company have to implement quality management techniques, so it would
be possible to enforce so manage each operational role. Large-scale company spends large sums
in quality control to get a project of high quality.
 Assessment of the project: This is a structured method in which the project has to
advance continuously.
 Monitoring: it is the management technique that is critical for effective
implementation and the manager uses these tools to evaluate performance.
 Evaluation: This is a method by which companies continually seek input and
develop their programs, as needed.
Business uses different approaches such as six sigma and lean implementation to pick the
evaluation tool to improve their product quality (Cagliano, Grimaldi and Rafele, 2015). Both
methods were used for assessing project efficiency and ensuring zero project defects. It is
continuously used for the elimination of errors for optimal effects. Quality control is the main or
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significant aspect that impacts the whole project and is able to determine their performance with
the aid of project management method and organization of quality management.
6. Produce Gantt chart and identify the critical path
Gantt chart is a chart which is used by an organisation in scheduling and planning team project
which allows managers in completing a project successfully on time.
TASK 2
1. Project Life Cycle stages
The life cycle of project management is typically divided into five phases: initiation,
planning, implementation, controlling and closer (Camilleri, 2016). These steps form the
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direction that takes the project from start to finish. Project- Xperts-20 is the company who get the
contract to refurbish the classrooms, theatres and the libraries. With the help of it, project
managers perform their task or start from the begging to end with closer of project through
evaluating individual person or entire team performance. These stages are discussed below:
Initiation: In this stage, initially organization needs to identify the business requirement.
Basically project manager have to identify a market need, challenge or potential, and brainstorm
ideas the team can fulfil some need, fix this problem, or leverage the opportunity. During this
phase, company should identify a goal for the project, decide whether the project is viable and
establish the key project outcomes. In this case, 20 new workstations required to install and 5
new workstations who complimented existing one in the library. This stage includes the detailed
discussion which further project manager has to do, to achieve project goals & objectives. This
stage includes the budget of the entire project and it is assumed that University of Sunderland
London Campus approved £ 8 million amount and complete this project within 2 years.
In this stage, stakeholders also identified because they are the essential part of
organization and they should know about it. According to this project, students, teachers, campus
staff, parents, education authorities, sponsors etc. These people know about each and every
changes which done in the collage to improve learning experience of students. In the initial
stage, project manager have to prepare the entire document which includes detail discussion
about the project and how it going to implement to achieve desired success (Fleming and
Koppelman, 2016). Without its approval, project does not started, project initial document
prepared by the project manager which include the timeline, budget, detailed activities to achieve
desired results. This document sanded to the higher authority to review and ask for any
modification if they think it should be.
Planning: In this stage, project managers designing a project plan to define the timetable
of the project which including the project sub activities, the activities should be completed in
their potential limitations. Ensure that team leaders recognize explicitly their position in the
project. Calculating expenditure and designing a financial plan by using expense forecasts and
decide how much to spend on the project. In this case, University of Sunderland London Campus
plan to refurnish the classrooms, library and theatres. In addition time period for the renovation
is two years (Harrison and Lock, 2017). Classes will going to renovate so students can feel
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modern learning because, due to passing DLR train with very near to the campus is creating
noise with disturb the learning process.
Objective:
 To set up 20 new workstation on first floor of collage building and 5 in the library after
replacing old one.
 To refurnished lecture rooms and theatres where students experience digital learning
which improve their knowledge, interest and better for of studies.
 This project helps the collage to get more admission in the new season because of such
changes in the University.
 To build smart classrooms for studies and include smart boards or gadget to interact with
each other.
Timescale: It indicates how much duration they have given each task to finish in order
accomplishing their aims & priorities of the project. Time management is most critical when
planning any case, and project managers have to ensure that work is completed on schedule that
improves both productivity and effectiveness (Leach, 2014). Project manager handle the entire
project and make sure that all the activities will done before deadline. Renovation of classes and
library required to complete on time before running classes.
Budget: It is the estimation of some figures which required preparing before spending on
something. Such as, Project- Xperts-20 gets the contract to refurbish the classrooms and literary
or make this place more interesting to learn for students. University of Sunderland London
Campus provide £ 8 million to complete each task under this amount. It includes several sub
activities which required money and these are as follow:
Activities Amount (£ million)
Online Promotion 0.45
Raw material 2.65
Salary 1.2
Transportation exposes 0.2
Advertisements & Marketing 0.50
Recruitment expenses 0.50
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Training expenses 2.5
Total 8
Approaches: At the time of planning for any project, managers should implement
appropriate approach which helps in implementing planning to achieve project goals &
objectives. University of Sunderland London Campus renovate their classes to improve learning
experience of students which further helps in increasing numbers of admission because of
advance learning by using high technology.
Key staff: Project manager of Sunderland London Campus required proper team to
complete this task. For this, they need to hire some skilled people as well and make sure to
provide proper training to improve their performance. At the time of recruiting people for this
event, project manager identify some skills which should be in the candidate to perform their
task effectively or achieve favourable outcomes. Skills required like communication skill,
interpersonal skill, creative, thoughtful, passionate etc. These are essential to have in the
candidates, in addition managers need to provide training to the team members where they
provide proper information regarding project and the each member’s duty which assigned by the
project manager itself.
Execution: In this stage, project manager get the approval from higher authority to
executive the event plan into actions (Marchewka, 2016). There are several responsibilities on
project managers because they have to manage entire team, organize each activity and make sure
that task is completed before deadline and as per the original plan. Project manager of Project-
Xperts-20 have guide each team member regarding their role & responsibility which they have to
perform to achieve desired goals & objectives. After giving proper guidelines to the team
members, project manager have to regularly communicate with them to evaluate the overall
performance. Communication helps in improving employee’s efficiency because they can share
problems or any issues with each other, if they find face some issues while working with each
others.
Work break structure: That is the mechanism in which project manager plans the whole
project well and categorizes all the tasks that others can recognize or can execute accordingly.
Every task organizes in Work Breakdown Structure on a structured basis that allows to meet
their priorities and objectives on time (Martens and Carvalho, 2016). Within organization,
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project manager organizes or manage the entire project where students or parents are made aware
of classrooms renovation that provide the students with the advanced learning environment.
WBS is planned by the project manager for the efficient execution of this function. WBS is
designed by the project manager which mentions below and it describe the different stages of
project life cycle.
Control: In this project life cycle stage, project manager evaluate the performance which
is necessary step because it is possible to require some improvement. After monitoring each task,
managers have to build strategies to improve the project. Project manager also focus on
budgeting and monitor that each activity spending because they have to perform the entire task
under budget along with quality. Here, managers have to prepare risk management register
where project manager identify the potential risk which can affect the task or become barrier for
the organization to implement plan effectively or achieve the task. For the refurnish classrooms
and to fix workstations, entire project can face the risk which discussed.
Risk is the inexplicable loss in financial terms which affects the organization. It may arise when
enterprise unable to perform their task in the specified timeframe to meet its priorities &
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objectives. Project managers must evaluate the risk that they affect management strategies or
procedures before initiating any project or case (Martinsuo and Killen, 2014). To minimize the
risk, they will consider any danger that may affect the case and report the need for further review
in a good way. Project manager analyzes all the risks connected to the refurbished classroom
spaces, library and theatre in the context of the university. Below discussion helps in evaluating
and maintaining risk register:
Risk Likelihoo
d
Impact Owner Mitigation Contingency Scor
e
befor
e
actio
n
(10)
Scor
e
after
actio
n
(10)
Event
activities
can take
more
than
required
time
which
affect the
project
deadline.
Moderate High Project
manager
To resolve
this issue,
project
manager fix
the time
period for
each
activity and
monitor
that it
implement
and
complete
time before
deadline.
Due to extend
in deadline,
project cost
also increases
that is the risk
which
identified by
the project
manager.
8 7
Skilled
staff
members
Moderate Low Project
manager
At the time
of making
team for
Because of
unskilled team,
organizational
8 9
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this project,
managers
should
identify
specific
skills which
required
completing
task
effectively.
unable to
perform or get
success in this
event.
Risk of
project
failure
High High Operatio
nal
manager
They have
to ensure
that each
task should
be
performing
on time and
follow the
plan.
Due to lack of
motivation and
inefficiency of
team members
can become the
reason of
project failure.
So effective
planning
required for the
successful
project.
8 9
Closure: It is the last stage of project life cycle where time comes to release the resources
which organization use. In this case, University give contract to the company to refurnish their
library or classrooms which provide modern learning experience to the students. In addition it
helps the organization to evaluate overall perform (Muriana and Vizzini, 2017). Or if project is
not successful then in this stage, they have to identify the reason and components which force
towards project failure. At the end, project manager need to evaluate overall performance
through determining that project goals & objectives are met or not. Each task will be completed
on time or not, because it is the essential factors which further become risk for the organization.
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After that, they have to evaluate each team member’s performance along with the quality of their
work. In the closer of project, they need to make sure that all the aspect which consider at the
time of measuring performance. At the end, this report make available for stakeholders to review
and suggestion as well.
CONCLUSION
It was observed from the above discussion that project management is critical activity that
lets the company achieve its priorities & expected priorities. They need to review initiation
papers for further study in order to execute them effectively. Project manager construct strategy
that contain the different operations in order to ready the system for job breakdown. It lets
administrators as well as key employees realize how to achieve each mission within a short
amount of time. After that, they need to determine the risk associated with the incident which
will further impact the educational institution's profile. In order to recognize the success of the
case in the best way, they need to analyze approaches correctly and to make a concise summary
further.
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References
Books & Journals
Badewi, A., 2016. The impact of project management (PM) and benefits management (BM)
practices on project success: Towards developing a project benefits governance
framework. International Journal of Project Management. 34(4). pp.761-778.
Brioso, X., 2015. Integrating ISO 21500 guidance on project management, lean construction and
PMBOK. Procedia Engineering. 123. pp.76-84.
Bucero, A. and Englund, R. L., 2015. October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Cagliano, A. C., Grimaldi, S. and Rafele, C., 2015. Choosing project risk management
techniques. A theoretical framework. Journal of Risk Research. 18(2). pp.232-248.
Camilleri, E., 2016. Project success: critical factors and behaviours. Routledge.
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Leach, L. P., 2014. Critical chain project management. Artech House.
Marchewka, J. T., 2016. Information technology project management: Providing measurable
organizational value. John Wiley & Sons.
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.
Martinsuo, M. and Killen, C. P., 2014. Value management in project portfolios: Identifying and
assessing strategic value. Project Management Journal. 45(5). pp.56-70.
Muriana, C. and Vizzini, G., 2017. Project risk management: A deterministic quantitative
technique for assessment and mitigation. International Journal of Project Management.
35(3). pp.320-340.
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