Effective Project Management: A Two-Task Analysis

The assignment requires students to manage a project effectively, which involves skilled and effective tasks. It is divided into two tasks: task 1, where answers to questions have been provided, and task 2, where appropriate project management plans for PM Solutions have been produced. The reference section includes various books and journals related to project management.

Project Management

Table of Contents
TASK-1............................................................................................................................................1
1. Characteristics of a project.................................................................................................1
2. The meaning of work breakdown structure and its importance.........................................1
3. Plotting of Gantt chart........................................................................................................2
4. Alternative technique of investment appraisal...................................................................2
5. Risk management plan.......................................................................................................3
6. The main aspects of monitoring quality of project.............................................................3
TASK 2............................................................................................................................................3
2.1 Introduction......................................................................................................................3
2.2 Skills and competencies required by the project manager...............................................4
2.3 Process of project management........................................................................................5
2.4 Project life cycle stages....................................................................................................5
2.5 Project manager leadership skills...................................................................................11
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15

TASK-1
1. Characteristics of a project
A project provides a great opportunity to both the organisation and individuals in order to
achieve objectives of business by implementing a change. With the help of projects, the desired
changes can be brought in the organisation in an organised manner. The key characteristics of
any project can be as follows-:
Temporary – This implies that each and every project has a finite start and a finite end. The time
when the project is initiated is the start time. When all the objectives of the project have been set,
then it is the end time of the project (Addis, 2012).
Unique deliverable – Some of deliverable is being produced by any project that can be a product,
service, or some another result. The problem needs to be analysed by the deliverable.
Progressive elaboration – Continuous investigation and improvement becomes available with
progress of a project and all this allows producing more correct and comprehensive plans. To the
progress and development of the project the successive iteration if planing phase result in
development of more effective solutions (De Bruijn and Ten Heuvelhof, 2010).
2. The meaning of work breakdown structure and its importance
A Work Breakdown Structure (WBS) is a key project deliverable that organises the work
of the team in the manageable sections. The subdivision of the efforts that is needed to achieve
the objective of a project is shown by the work breakdown structure.
The importance of work breakdown structure in the project is that it makes the
deliverable more accurate and precise so that team working in a project knows exactly what has
to be achieved within each deliverable. In order to estimate cost, risk and time, the better
estimation can be made. In order to track progress in the project schedule, WBS is important
because the tasks of WBS clearly defines limit (Dykstra, 2011).
3. Plotting of Gantt chart
Task Name Duration Start Finish Predecessors Total Slack
A 3 days Mon 3/19/18 Wed 3/21/18 0 days
B 2 days Thu 3/22/18 Fri 3/23/18 1 0 days
C 3 days Mon 3/26/18 Wed 3/28/18 2 0 days
D 1 day Mon 3/26/18 Mon 3/26/18 2 14 days
E 5 days Thu 3/29/18 Wed 4/4/18 3 9 days
F 8 days Thu 3/29/18 Mon 4/9/18 3 0 days
G 2 days Tue 3/27/18 Wed 3/28/18 4 14 days
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H 6 days Tue 4/10/18 Tue 4/17/18 6 0 days
Gantt chart A + B + C + F + H
= 3 + 2 + 3 + 8 + 6
= 22
Critical path
Critical path:
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It is being found in above chart that three tasks are every essential in this project and it
cannot be skipped. In addition, about 22 days will be required in order to complete this project.
All the tasks need to be done on the days that are being specified for the tasks.
4. Alternative technique of investment appraisal
In order to recognise the attractiveness of an investment, one can make use of investment
appraisal. The viability of the project is being assessed by the investment appraisal. The
financial, legal, environmental etc. are some factors that can form a part of an appraisal (Fox,
2015). The most quantifiable approach is the financial appraisal but it can only be applied to
benefit that produce financial returns. The payback method is the simplest financial appraisal
technique. The time value of money is not being taken by these methods and also it does not take
in to consideration the earning after the initial investment that is recouped. The revenues and cost
of a project are estimated in the Net present value methods and with the initial investment, it is
then discounted and compared (Fleming and Koppelman, 2016). In comparison with other
proposal techniques such as IRR and payback methods, NPV is the most reliable technique to
support investment appraisal decisions.
The same concept of NPV is followed in the discount rate. On the number of approaches
such as the social rate of time preferences the calculation can be based in the discount rate.
5. Risk management plan
In order to foresee risks, estimate impact and define reason to the issue a risk
management plan is a document that is being prepared by the project manager. A risk assessment
matrix is also contained in it. The uncertain events or condition that place in a project is known
as a risk and on the objectives of a project, it may have a positive or negative impact. The five
steps can be followed in the risk management process that is identification of risk, analysis of the
risk, evaluation or ranking of the risk, treating the risk and monitoring and revision the risk
(Griffith, Stephenson and Watson, 2014).
6. The main aspects of monitoring quality of project
By using the concept of project quality management, all the processes and activities can
be determined which will help in the achievement of high-project quality.
In order to deliver a high quality project, the two key quality management concepts can be
helpful. They are as follows-:
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Customer satisfaction – In order to deliver a high-quality project, all the needs of the customers
regarding the project need to be fulfil then only, the project will be of high-quality (Hallowell
and Wehle, 2013).
Continuous improvement – To improve the products, services or produces over time, continuous
improvement can be helpful. In other projects, it will help to prevent the same mistakes.
TASK 2
2.1 Introduction
In today the modern world business prefer outputs with high quality but also lees time
and amount effectively. The role to fill such desires is for project management which is
important for this. In this world, every business tries to achieve the higher position which will be
done by ensuring customer’s satisfaction level and base efficiently. This will help business to
improve the position in the market. In addition to this, the client requested to change the
headquarters of PM Solutions from UK (Griffith, Stephenson and Watson, 2014). This will
include closing of all existing headquarters, relocating and retaining all employees, relocation of
accounts and finance, development and research laboratories and operational activities such as
customer services. The project management plan for PM solutions will be discussed in this report
and project life cycle will be investigated. In addition to this, leadership skills of project manager
will be discussed (Fleming and Koppelman, 2016).
2.2 Skills and competencies required by the project manager
It is important for the project manager to possess certain skills and competencies in order
to achieve the desired goals and objectives of PM solutions. There are many skills and
competencies required by a project manager to assess the situation and work accordingly. These
are described below:
Leadership skills: Leadership skills will help project manager to motivate and guide his
employees or team on the right direction in order to accomplish the objectives and goals of PM
Solutions. The project manager must lead the team and employees adequately and precisely in
order to increase the project effectiveness.
Analytical thinking skills: Skills such as analytical thinking will help project manager to solve
the complex problems and issues arise within the project effectively and efficiently. In order to
shift PM Solutions from UK to any other location, it is important for the project manager to
analyse all the aspects such as accounts and finance, development and research laboratories and
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operational activities and customer services. This will help to make decisions appropriately and
effectively (Griffith, Stephenson and Watson, 2014).
Communication skills: Communication skills can be described as an interaction between
project manager and clients, suppliers, employees and team members. The information and data
will be communicated in a proper manner in order to make clear understandings of the project
precisely and effectively. Communication skills will help project manager by providing valuable
feedbacks and mentality of people towards the project which helps in effective decision making.
Technical skills: The project manager required technical skills and knowledge in order to shift
PM Solutions from UK. Adequate technical skills will help manager to analyse all the technical
things and aspects in the project, which will also help to redesign the project according to the
requirements effectively (Ilozor and Kelly, 2012).
2.3 Process of project management
Project management process refers to the development, execution, initiation and
termination of a specific project with the objective of achieving all the goals effectively. The
project management process is divided into four categories such as project planning, project
initiation, project execution and project termination. In the first stage, project manager collect all
the important information and data in order to identify the needs. The project manager appoints
some employees and members in planning process to conduct studies of essential parts required
for the project. The project implemented by the project manager in the process of
implementation effectively. The project manager formulates important and necessary
communication, procures products and services and motivates team as well as exercise the work
efficiently. The last stage of project management is the termination of project where the manager
finally terminates the project where the manager review and evaluate the project effectively.
Changes and necessary modifications are made by the project manager in the last stage
accordingly and effectively (Hallowell and Wehle, 2013).
2.4 Project life cycle stages
The project life cycle refers to the framework which helps to divide the project into more
manageable and easy phases. The project life cycle four processes are project development
phase, project termination phase, project execution phase and project conceptualisation phase.
The project manager needs to classify the activities related to the project life cycle in order to
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develop a new manufacturing sites or PM Solutions effectively and efficiently(Janda and Killip,
2013.).
Illustration 1: Project life cycle stages
Conceptualisation stage
This stage is the first phase of project management life cycle process in which the project
manager describes and presents the project title where the objectives and goals are presented.
The project key stakeholders are also identified and project charter is prepared effectively and
efficiently (Killen, 2017.).
Project title
The title of the project is to transfer the headquarters of PM Solutions along with closing
all existing headquarters, relocating and retaining all employees, relocation of accounts and
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finance, development and research laboratories and operational activities such as customer
services.
Goals and objectives
 The project of PM Solutions will be transfer to any other place along with all operational
activities.
 All the activities and operations cost should be save and also create improved
opportunities towards customer services and scientific collaboration.
 Controlling, monitoring and evaluation of project activities in order to avoid future
uncertainties in the project.
 Project plan should be made in order to provide help for accomplishing the objectives and
goals of the project effectively.
Key stakeholders
Key stakeholder Stakeholder Considerable Information
Project Client PM Solutions The PM Solutions is
specialises in delivering high
quality projects to the
customers across UK.
Project Sponsor Project Manager The project manager should
ensure the quality of services
and projects in order to
increase the level of
competencies advantages
(Kubba, 2010).
Project Champion Andrew Simon The firm is famous for
providing projects solutions for
the customers effectively and
efficiently.
Project Manager Andrew Simon The project manager is highly
qualified, knowledgeable and
full of skills in order to manage
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and handle the large projects
effectively.
Scope of the project
At the end of the project, PM Solutions will:
 Get a new developed PM solution firm at a different location along with all the business
activities and resources (Martinelli, Waddell and Rahschulte, 2017.).
 Thee project management will be more effective that the changes will be made
accordingly and effectively (Nicholas and Steyn, 2017).
Project Charter
Project Charter
Project Title The title of the project is to “transfer the headquarters of PM Solutions
along with all activities and resources”.
Project DescriptionPM Solutions wants to shift their project from UK
to any other destination along with closing all existing headquarters,
relocating and retaining all employees, relocation of accounts and
finance, development and research laboratories and operational
activities such as customer services.
Project Manager Andrew Simon Date Approval 08/03/18
Project Sponsor Project Manager Signature
Business Case Expected Goals
The PM Solutions wants to consolidate
operations and relocate their headquarters
located in UK. This will include closing all
existing headquarters, relocating and retaining
all employees, relocation of accounts and
finance, development and research laboratories
and operational activities such as customer
services. The project manager perspective will
 The project of PM Solutions will be
transfer to any other place along with
all operational activities.
 All the activities and operations cost
should be save and also create improved
opportunities towards customer services
and scientific collaboration.
 Controlling, monitoring and evaluation
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be clear such as outlining the activities in order
to manage the new initiatives successfully and
ensure this will be done under the budget and
on time effectively.
of project activities in order to avoid
future uncertainties in the project.
 Project plan should be made in order to
provide help for accomplishing the
objectives and goals of the project
effectively.
Team Members Milestones
Name Role Key
Milestones
Start Date End Date
Cook Simon Supervisor Starting
project
02/01/18 15/01/18
Stuart broad, Leon
messi, Christiano
Ronaldo, Joe Root
Services Engineers Business
Requirement
01/02/18 18/02/18
Carlos Breath wet and
James Taylor
Information and
Technology Expert
Design 20/02/18 27/02/18
James Anderson The Architect Development 01/03/18 18/03/18
Moin Ali and Simon
Bell
Financial Advisor Testing 20/03/18 27/03/18
Deployment 28/03/18
Budget Analysis of Project
Tasks Budget (£) in millions % Change
Project initiation 1.5 9.17
Resource gathering and budget
preparation
1 21.67
System design 4.5 29.17
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Developing systems 2.5 19.17
System testing 1.5 12.5
Closure and Transfer 1 8.33
Total Budget of Project 12 millions
9.17%
21.67%
29.17%
19.17%
12.50%
8.33%
Budget (£)
Project initiation Resource gathering and budget
preparation
System design Developing systems
System testing Closure and Transfer
Work break down structure
Implementation stage
The project manager in this third stage begins to execute the plan as per the prescribed
plan effectively. The main duty of the project manager is to procure resources, motivate teams
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and employees adequately. The stage of implementation comes when the objectives and goals
are accomplished (Dykstra, 2011).
Termination stage
This is the last stage of the project management life cycle. If the goals and objectives of
the project got accomplished by the project manager, then the project terminated.
2.5 Project manager leadership skills
Leadership skills will help project manager to motivate and guide his employees or team
on the right direction in order to accomplish the objectives and goals of PM Solutions.
Communication skill: Communication skills can be described as an interaction between project
manager and clients, suppliers, employees and team members. The information and data will be
communicated in a proper manner in order to make clear understandings of the project precisely.
Team building: Project manager need to develop and create a team which is full of skilled and
knowledgeable employees in order to achieve the desired goals and objectives effectively. This
will help to motivate others so the determination level can be charged (De Bruijn and Ten
Heuvelhof, 2010).
Project planning plan
In the project life cycle planning is the second phase. The project plan, risk management
plan etc. is being made by the project manager.
For this project the project plans is as follows-:
Task Name Duration Start Finish Predecessors
Initiation 18 days Fri 3/9/18 Tue 4/3/18
Development of project
charter 10 days Fri 3/9/18 Thu 3/22/18
Identification of resource
need 8 days Fri 3/23/18 Tue 4/3/18 2
Setting up of aims and
objectives 5 days Fri 3/23/18 Thu 3/29/18 2
Planning 8 days Fri 3/30/18 Tue 4/10/18
Project scope 3 days Wed 4/4/18 Fri 4/6/18 3,1
Gathering of data 3 days Fri 3/30/18 Tue 4/3/18 4
WBS structure 5 days Wed 4/4/18 Tue 4/10/18 4,3
Planning of budget 1 day Fri 3/30/18 Fri 3/30/18 4
execution 23 days Mon 4/2/18 Wed 5/2/18
Quality assurance 7 days Wed 4/11/18 Thu 4/19/18 5
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quality review form 7 days Mon 4/9/18 Tue 4/17/18 6
deliverable register 16 days Wed 4/11/18 Wed 5/2/18 5,6,7
risk management 2 days Wed 4/11/18 Thu 4/12/18 8
cost management 2 days Mon 4/2/18 Tue 4/3/18 9
risk register 1 day Mon 4/2/18 Mon 4/2/18 9
Monitoring and controlling 13 days Wed 4/18/18 Fri 5/4/18
Integrating change control 2 days Thu 5/3/18 Fri 5/4/18 10
Controlling and
monitoring the project 1 day Fri 4/20/18 Fri 4/20/18 11
Quality checking 2 days Wed 4/18/18 Thu 4/19/18 12
Closing 2 days Thu 5/3/18 Fri 5/4/18 19
evaluation of project 2 days Thu 5/3/18 Fri 5/4/18 13
Modification in project 2 days Thu 5/3/18 Fri 5/4/18 13
Gantt chart
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Resources planning
All the resources such as human resources are needed in order recognize the resources
and also the project manager will play an essential role in order to set deadline for the project. In
order to develop WBS structure, the project sponsor is required and to assure the quality serves
engineers and IT experts are required. In order to raise funds for this project, the financial
resource will be required. The equipment and technologies will also be needed for the project.
Communication plan
The project manager develops a commination plan. The goals of communication plan are
to neglect the confusion of miscommunication. With the plan, the stakeholders will be provides
and with this plan they will get to know about how to communicate and at what time to
communicate (Schaltegger and Wagner, 2017). The communication plan for this project can be
as follows-:
Plan of communication
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Media of
communication
Targets Source Period Stakeholders Deliverable
Through E-mail With the project team the
purpose will be
discussed and the team
and team structure will
also be announced
(Ilozor and Kelly, 2012)
The e-mail
will be sent
on the
official
mail id of
team
members
It need to
be done
once
before the
start of the
project
Project
manager and
Team Members
Team structure
report and format
Meetings In this the discussion can
be done on the issues
and also by the team
members the ideas can
be given about the
project
It will take
place on-
sight
In every
three day
the
meeting
will be
organized
The project
manager and
team
members will
participate
-
Presentations In this the project plan
will be discussed
It will take
place at
conference
room
Once in a
week this
presentati
on will be
organized
The team
members and
project
manager
Agenda
Written report The report will be
monitored and also the
report will be evaluated
for the project
Electronic
format will
be used for
this
In the
month end
it will take
place
The team and
project
manager will
participate
The schedule of
the project will be
delivered.
Risk management plan
To recognise the degree of risk associated in the project the risk management plan is
being made in the project (Janda and Killip, 2013). The risk management plan for this project
can be as follows-:
Plan for risk management
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Risk Type Nature of risk Risk Degree Impact of
risk
Response to
risk
Financial risk It will occur when the financial
budget is overestimated or
underestimated
4 6 In order to
protect the
additional
budget, the
financial advisor
must plan the
budget correctly.
Organisational risk This may take place if there is
sudden change in the
requirements (Kubba, 2010).
3 3 The plan need to
be made by the
project manager
in a way changes
can be done
efficiently
Scope risk It may take place due to
underestimation of scope
2 3 In this case, the
management
need to stick to
the plan of the
project
Human resource
risk
This may take place when the
in the team, there is a lack of
skills and experience
2 4 The skilled and
talent staff need
to be hired by
the HR
competence
Technical skill It may take place if the quality
of infrastructure that is used in
the project is not of fine
quality
3 4 The product and
equipment need
to be checked by
the manager
before installing.
Time risk This can take place when the 2 5 The proper
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project goals are not achieved
on the specified time.
planning need to
be done by the
project manager.
Conclusion
The above task was aimed to develop the project plan for PM Solutions. In the above
task, the project management meaning, the skills and competencies required by project manager,
the project management process and life cycle has been covered. Leadership styles are also
covered which requires for an effective project manager (Aubry and Lavoie-Tremblay, 2018).
CONCLUSION
It can be concluded and understood from the above report that managing project is not an
easy task. The file classified into two tasks. In task 1 answers of the questions has been provided
and in task 2 appropriate project management plans for PM Solutions has been produced. Thus,
the task for project management must be skilled and effective to manage the projects effectively.
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REFERENCES
Books and Journals:
Addis, B., 2012. Building with reclaimed components and materials: a design handbook for
reuse and recycling. Routledge.
Aubry, M. and Lavoie-Tremblay, M., 2018. Rethinking organizational design for managing
multiple projects. International Journal of Project Management, 36(1), pp.12-26.
De Bruijn, H. and Ten Heuvelhof, E., 2010. Process management: why project management fails
in complex decision making processes. Springer Science & Business Media.
Dykstra, A., 2011. Construction project management: A complete introduction. Kirshner
Publishing Company.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fox, S., 2015. Relevance: a framework to address preconceptions that limit perceptions of what
is relevant. International Journal of Managing Projects in Business, 8(4), pp.804-812.
Griffith, A., Stephenson, P. and Watson, P., 2014. Management systems for construction.
Routledge.
Hallowell, M.R. and Wehle, A., 2013. Proactive construction safety control: Measuring,
monitoring, and responding to safety leading indicators. Journal of Construction Engineering
and Management, 139(10), p.04013010.
Ilozor, B. D. and Kelly, D. J., 2012. Building information modeling and integrated project
delivery in the commercial construction industry: A conceptual study. Journal of Engineering,
Project, and Production Management. 2(1). p.23.
Janda, K. B. and Killip, G., 2013. Building expertise: renovation as professional
innovation. Constructing green: The social structures of sustainability. pp.35-55.
Killen, C.P., 2017. Managing portfolio interdependencies: The effects of visual data
representations on project portfolio decision making. International Journal of Managing
Projects in Business, 10(4), pp.856-879.
Kubba, S., 2010. Green construction project management and cost oversight. Butterworth-
Heinemann.
Martinelli, R.J., Waddell, J.M. and Rahschulte, T.J., 2017. Projects Without Boundaries:
Successfully Leading Teams and Managing Projects in a Virtual World. John Wiley & Sons.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Taylor & Francis.
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Schaltegger, S. and Wagner, M. eds., 2017. Managing the business case for sustainability: The
integration of social, environmental and economic performance. Routledge.
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