Fundamentals of Project Management: Multi Story Car Parking PID

This document is a Project Initiation Document (PID) for a multi-story car parking project. It encompasses various critical sections including project definition, approach, and a comprehensive business case. The document details the project's objectives, scope, constraints, and assumptions. It includes an analysis of business options, expected benefits and dis-benefits, costs, timescale, and investment appraisal. Furthermore, it features a project management team structure, role descriptions, quality management, and risk management strategies. The risk management section identifies potential risks such as budget shortfalls, schedule slippage, and lack of experience, followed by a detailed risk assessment and mitigation plan. The document leverages PRINCE2 principles and provides a foundation for effective project planning and execution, addressing key aspects from project initiation to risk control.

PROJECT DOCUMENTATION
PROJECT INITIATION DOCUMENT (PID)
Project: MULTI STORY CAR PARKING
Release: 01
Date: 14/01/2020
PRINCE2
Author:
Owner:
Client:
Document
Ref:
Version No: 01

1 Project Initiation Document History
1.1 Document Location
This document is only valid on the day it was printed.
The source of the document will be found at this location – [insert folder structure]
1.2 Revision History
Date of this revision:
Date of next revision:
Revision
date
Previous
revision
date
Summary of Changes Changes marked
First issue
1.3 Approvals
This document requires the following approvals.
Signed approval forms should be filed appropriately in the project filing system.
Name Signature Title Date of
Issue
Version
1.4 Distribution
This document has been distributed to:
Name Title Date of
Issue
Version

2 Table of Contents
Page
1 Project Initiation Document History 1
1.1 Document Location 1
1.2 Revision History
1.3 Approvals
1.4 Distribution
2 Table of Contents
3 Project Definition
4 Project Approach
5 Business Case
6 Project Management Team Structure
7 Role Descriptions
8 Quality Management Strategy
9 Configuration Management Strategy
10 Risk Management Strategy
11 Communication Management Strategy
12 Project Plan
13 Project Controls
14 Tailoring of PRINCE2

3 Project Definition
[Extracted from the Project Brief. Explains what the project needs to achieve. It
should include:
- Background
- Project objectives and desired outcomes
- Project scope and exclusions
- Constraints and assumptions
- The user(s) and any other known interested parties
- Interfaces]
4 Project Approach
[Extracted from the Project Brief. Defining the choice of solution the project will use
to deliver the business option selected from the Business Case, and taking into
consideration the operational environment into which the solution must fit]
5 Business Case (for both options)
5.3 Executive Summary
[Highlights the key points in the Business Case, which should include important
benefits and the return on investment (ROI)]
5.4 Reasons
[Explains the reasons for undertaking the project and how the project will enable the
achievement of corporate strategies and objectives]
5.5 Business Options
[Analysis and reasoned recommendation for the base business options of: do
nothing, do the minimal or do something]
5.6 Expected Benefits
[The benefits that the project will deliver expressed in measurable terms against the
situation as it exists prior to the project]

5.7 Expected Dis-benefits
[Outcomes perceived as negative by one or more stakeholders]
5.8 Timescale
[Over which the project will run (summary of the Project Plan) and the period over
which the benefits will be realised]
5.9 Costs
[A summary of the project costs (taken from the Project Plan), the ongoing
operations and maintenance costs and their funding arrangements]
5.10 Investment Appraisal
[Comparison of the aggregated benefits and dis-benefits to the project costs
(extracted from the Project Plan) and ongoing incremental operations and
maintenance costs. The investment appraisal should address how the project will be
funded]
5.11 Major Risks
[A summary of the key risks associated with the project together with the likely
impact and plans should they occur]
[Describing the justification for the project based on estimated costs, risks and
benefits]
6 Project Management Team Structure
[A chart showing who will be involved with the project]
7 Role Descriptions
[For the project management team and any other key resources]
8 Quality Management Strategy (appendix 1)
[Describing the quality techniques and standards to be applied, and the
responsibilities for achieving the required quality levels]

9 Configuration Management Strategy (not to be included)
[Describing how and by whom the project’s products will be controlled and protected]
10 Risk Management Strategy (appendix 2 and 3)
Risk identification
Risk is considered as one of the factors that are needed to be identified while
planning a project so that it becomes easy to ensure that the project has been
executed without any possible risks. With the help of risk identification process it
becomes easy to understand the reasons that has the potential to influence or
hamper the performance of the stakeholders (Hajmohammad and Vachon 2016).
Thus it is essential to have a good risk identification knowledge as this helps in
developing a project with good communication process. The risks that can arise
while planning the project are listed below:
 Risk 1- Budget shortfall
 Risk 2- Schedule slippage
 Risk 3- Lack of experience among the team members
 Risk 4- Scope creep
 Risk 5- Improper quality of materials
 Risk 6- Ineffective health and safety measures for workers
 Risk 7- Neglecting the blueprint
 Risk 8- Changes of requirements
 Risk 9- Technical risks
 Risk 10- Lack of communication among the team members
Risk analysis
The risk analysis is mainly performed for the purpose of analyzing the key
risks that are likely to hamper the performance of the project. The risks that are
identified as a major risk and has the potential to hamper the planning of the project
are described below:
 Risk 1- Budget shortfall: Budget shortfall is the risk that can occur when the
development cost for the project outruns the cost estimated at the starting of
the project. This impacts the performance of the project and this also leads to
delay in the project (Kerzner 2017). This means that the failure of budget
takes place within the project. While developing the multi storey car parking it
is possible that the project development cost overruns the estimated budget.
 Risk 2- Schedule slippage- Schedule slippage is referred to the term that is
used for the purpose of explaining the risk that arises when the team fails to
meet the deadline. This will lead to need of extra labor and work. Thus the
cost associated with the project will also increase. Multi storey car parking is a
big project and thus there lies a huge possibilities that the team may fail to
meet the deadline.
 Risk 3- Lack of experience among the team members- While carrying out a
project there is a huge need to ensure that efficient and dedicated members
are being allocated towards a project. However there is a possibility that due

to lack of proper experience among the team members the project fails at
several parts.
 Risk 4- Scope creep: The scope is being decided at the early stage of the
project execution and thus it is essential to ensure that the project has been
executed based on the desired scope. However it has been observed that
several types team member fails to work according to the scope and this
impacts the performance of the project (Kliem and Ludin 2019). Thus there is
a need to ensure that this risk has been mitigated successfully so that it does
not hamper the project performance.
 Risk 5- Improper quality of materials: The quality of the materials are
considered as an essential element for executing a project successfully.
However due to negligence of team members’ quality of the materials gets
impacted widely. Thus there is a need to ensure that proper analysis of
materials are carried out before executing the project.
 Risk 6- Ineffective health and safety measures for workers: one of the most
important aspect that needs to be taken care of while carrying out any project
is to offer better health and safety features towards the workers. However
construction and design of the multi storey parking is one of the most difficult
project and hence it is essential to ensure proper safety is offered towards the
workers. Safety and health factors needs to be considered as an essential
aspects.
 Risk 7- Neglecting the blueprint- the blueprint is designed and approved by
committee members. Thus it is essential to follow the blueprint. However the
risk is likely to arise if the team member lacks in following the blue print. This
will hamper the design and also will lead to failure of the project.
 Risk 8- Changes of requirements: sudden change in the project has the
potential to hamper the project performance. This is also a major risk that is
needed to be mitigated properly.
 Risk 9- Technical risks- The design of multi storey car parking includes
implementation of LCD, sensors and other technical equipment. The lack of
proper knowledge regarding the technical assets can hamper the installation
process and the working process.
 Risk 10- Lack of communication among the team members- Without proper
communication among the team members it becomes difficult to carry out the
project successfully. Thus it is important to create proper communication
chain among the major stakeholders associated with the project.
Risk assessment
Risks Likelihood Impact
Budget shortfall High (5) Medium (4)
Schedule slippage Medium (4) Possible (3)
Lack of experience among
the team members
Low (2) Medium (4)
Scope creep Medium (4) Possible (2)
Improper quality of
materials
High (5) High (4)
Ineffective health and
safety measures for
workers
Medium (3) Possible (3)
Neglecting the blueprint Low (2) Possible (3)

Changes of requirements Low (2) Possible (2)
Technical risks High ((5) High (4)
Lack of communication
among the team members
High (5) High (5)
Risk mitigation plan
Risk mitigation plan is referred to the process that is developed for the
purpose of designing an action plan that will increase the opportunities and will
reduce the impacts that are likely to be created with the risks. With the help of risk
mitigation process it becomes easy to overcome the risks and ensures that all the
risks are identified at the early stages (Marcelino-Sádaba et al. 2014). In order to
execute the risk mitigation plan it is important to follow certain steps that helps in
mitigating the key threats. The phases that are essential for mitigating a risks are
listed below:
 Accept the risk: this phase is essential when an existence risk is identified.
There is a need to accept the risks at the early stage so that it becomes easy
to mitigate it. In order to perform this process it is important to gain approval
from the project leader.
 Avoid: The second process through which the risk can be mitigated is to
adjust the key requirements so that it becomes easy to eliminate the risks.
This can be carried out by adjusting the requirements.
 Control: The project team leader is responsible for making instant decision
once the risks are identified. With the use of efficient actions it becomes easy
to minimize the impacts that can be created by the risks on the project
(Papadaki et al. 2014).
 Transfer: The risk needs to be transferred efficiently so that it does not cause
any major harm towards the development of the project.
 Monitor: each activity taking place within the project needs to be monitored
efficiently so that it becomes easy to identify the impact that will be created
with the occurrence of that risk.
With the help of proper risk mitigation plan it will become easy to identify and
mitigate the risks. Thus it is essential to prepare the risk mitigation plan at the early
stage so that it becomes easy to overcome the risks without hampering the project.
Mitigation strategies
The above section has identified the risks that are likely to occur while
developing the project. Thus there is a need to ensure that proper strategies are
implemented for preventing the risks to hamper the performance of the project
planning (Reim et al. 2016). The below table is designed for the purpose of offering
better strategies that will ensure that the risks are mitigated efficiently without
hampering the performance of the project.
Risks Mitigation strategies
Budget shortfall The team leader should ensure that the project has been
executed successfully by following the project budget.
After completion of each phase it is essential to monitor
the budget properly so that the chances of exceeding the
budget gets nullified.
Schedule slippage The schedule for the multi storey car parking is designed
under the supervision of project leader and construction
executive. Thus it becomes their responsibilities to

ensure that the schedule has been maintained strictly
and each phase is reviewed so that the chances of
budget exceeding reduces (Sadgrove 2016).
Lack of experience
among the team
members
Before appointing any team member for carrying out the
complex design of multi storey car parking area it is
essential to check their experience and the potential to
manage the performance. Every member must be
responsible enough so that it becomes easy to carry out
the development processes. An efficient team member
tends to offer better profits as compared to other
members.
Scope creep Scope is being designed with the objective of ensuring
that each project members are working together for the
purpose of meeting the general objective. Every member
should follow the scope while carrying out the project.
This will eventually reduce the chances of project failure.
Improper quality of
materials
Quality of materials are the key elements for developing a
multi storey car parking area. Without proper materials it
becomes difficult to plan the car parking area. Thus each
material needs to be reviewed properly by the
construction manager so that it does not hamper the
development process.
Ineffective health and
safety measures for
workers
The working environment of every employee should be
stable and suitable so that they does not face any health
related issues while working for a project. It is the
responsibility project leader to ensure that proper safety
is offered towards the employees (Schiller and Prpich
2014). In addition to this it is essential to offer medical
facilities towards the employees so that they can acquire
service in case of emergency situation.
Neglecting the
blueprint
The blueprint is designed and approved by the committee
members. Thus it is essential to ensure that proper
structure and design is followed by the constructing and
project team at the time of project execution. Each phase
needs to be executed by following the blueprint. This will
reduce the chances of errors and will ensure that
successful project is delivered towards the customers
(Schwalbe 2015). The project is considered as one of the
most important project for Woodland residence and thus
the need of a proper flexible car parking system is
needed. This will ensure that every member living the
residential area are offered with better accessibility for
parking their vehicles.
Changes of
requirements
The changes can occur at any place while executing the
project. Thus the project team should ensure that they
have kept some extra time and money from the overall
schedule and budget so that they can incorporate the
necessary changes requested by the customers after the
project is delivered towards them. The changes should

be made and delivered towards the customers as this will
improve the relationship between the key stakeholders.
Technical risks The technical risks are mainly likely to occur with the use
of LED, LCD, sensors and the CCTV cameras that are
going to be installed at each floor. The parking area
needs to have an efficient member so that it becomes
easy to maintain the services that are offered towards the
users (Verner 2014). A technically knowledgeable person
is needed for managing the technical aspects.
Lack of communication
among the team
members
Communication is considered as one of the most
important factor that has the potential to hamper the
performance. Thus there is a need to ensure that proper
communication has been carried out among the key
stakeholders. The stakeholder should communicate
properly and most frequently so that it becomes easy to
develop the project. The communication needs to be
maintained properly among the stakeholder so the
chances of project failure can be reduced. With a great
communication among the stakeholders and the team
members it becomes easy to execute the project
successfully. The ways through which communication
can be carried out are via formal meeting, through emails
and by through one to one individual. This processes will
ensure that all the necessary requirements are
communicated towards the stakeholders. Thus the
project can be executed successfully without any errors.
11 Communication Management Strategy (appendix 4)
[To define the parties interested in the project and the means and frequency of
communication between them and the project]
12 Project Plan (appendix 5)
Overview of the project
The aim of the project is to plan a Multi storey car parking system for the purpose of
enhancing the facilities that are offered towards the residence of Residential complex
of Woodland that is located in Perth. Multi storey car parking is considered as one of
the most essential requirement for residential areas as this offers better way of
offering parking slot towards the residents. Multi storey car parking system is
proposed for Woodland residential area for the purpose of providing better flexibility
towards the parking area. This can be developed with lower cost and requires less
building volume. Moreover the project will offer better conventional facility towards
people of Woodland residence. At earlier stage the people associated with the
residence faced serious issues with the parking and thus it has been considered as
an essential requirement for making the lives easier for the residents of Woodland.
The project is designed with the use of all necessary elements that will include a

display at the ground floor that acts as a counter. The counter will be responsible for
counting the number of cars that are present in each floor and based on this the
message will be displayed. Each floors will be incorporated with LED lights that will
show different indicators towards the members parking at the floor. If green led light
glows at any floor that means the floor can load more cars and when the red led
glows it indicates that there is no vacancy at that floor. It is expected that the parking
process will improve with the help of this multi storey project and the efficiency will
also increase.
Project objectives
Multi storey car parking will increase the efficiency and the way people are living in
the recidential complex Woodland. There is a huge need of having a conventional
multi storey parking due to increase in number of vehicles per member within the
residence. The key objectives that are associated with the planning of multi storey
car parking system are listed below:
 To develop an effective planning for the purpose of designing a multi storey
parking system.
 For estimating the total cost that will be incorporated in implementing the
project.
 To offer an easy and accessible area for parking the car.
Project scope
The reason behind planning the project is that the number of complexes has
increased over the years. With the increase in population the number of vehicles
have also increased thus there is a need to resolve the issue with proper solution.
With the help of multi storey car parking it will become easy to increase the number
of cars that can be parked within the parking. This will increase the efficiency by
utilizing the space effectively. The planning of multi storey car parking is considered
to be one of the most efficient solution for drivers as well as it will give ease of
access towards them. The parking offered towards the vehicle will get elevated to a
certain limit. This will reduce the cost as limited area will be needed for managing the
parking.
Project requirements
The multi storey car parking will offer a great stability and flexibility towards the
parking facilities offered towards the residents of Woodland. The requirements
related to the project are listed below:
 It is important to ensure that all the floors are same in plan
 Staircase is being designed that will be used in emergency purposes
 Design of interior ramps needs to be done properly
 Exterior ramps are needed that will form a circular ramp
 Vehicle lifts will be designed
 Combination of ramp and elevators
 Every floor will include CCTV cameras for monitoring the activities
 LED lights will be incorporated within the floor for the purpose of indicating the
space available in the parking area.
 LCD will be included for displaying the car parking details.
Above mentioned are designing requirements for the project. The planned parking
system should have all the mentioned requirements for the purpose of ensuring that