Project Management: Planning & Control

This assignment delves into essential project management practices. It highlights the significance of meticulous planning, effective control through monitoring and evaluation, proactive risk identification and management, and fostering employee motivation to ensure successful project execution. The document underscores the continuous adaptation to technological advancements and the need for regular performance assessment.

Project Management

Contents
INTRODUCTION...........................................................................................................................1
1. Project Initiation Document (PID)...............................................................................................1
Budgetary information.................................................................................................................1
Timescales...................................................................................................................................2
Key staff.......................................................................................................................................2
Stakeholder’s analysis.................................................................................................................3
2. Risk Register................................................................................................................................4
1. Project Plan..............................................................................................................................6
3. Project Sponsor............................................................................................................................9
a. Importance of quality risk management plans and the potential impact.................................9
b. Analysis and critique of the potential relevance of PRINCE2..............................................11
Conclusion and recommendation..................................................................................................11
REFERENCES..............................................................................................................................13

INTRODUCTION
Various type of changes that has to be taken place and changes are made so that better
quality services can be delivered. For each of the project that is developed, it requires to have
proper support from the side of project manager. There are certain aspects that are required to be
considered like cost, human resource, time management, risk analysis etc. (Kerzner and Kerzner,
2017). Project management can be determined as a methodological approach that is helpful
enough to form principles, regulations and rules so that the plan formed can be attained. In the
present assignment, The QA Higher Education is planning to refurbish teaching rooms and in
computing labs in London Campus. This report covers the risk that is involved in the project
plan. Further, it covers activities with the total time period that will be taken to complete them.
To complete the project in effective manner, below given are the aim and objectives:
Aim : To conduct refurbishment of teaching rooms and to compute labs for London Campus.
Objectives :
 To develop and design a building that can be used as laboratories by teachers.
 To form healthy and comfortable environment for students and teachers.
 To determine the monitoring functions like energy management, power consumption, etc.
 To complete the project within determined budget that is $10,000.
In order to achieve the above mentioned objective, project manager will set up a plan in
which all the aspects required will be taken into consideration. Other than this, employees are the
important so that activities set can be completed within speculated time period. Further, it also
requires to develop proper planning for the budget so that all tasks can be completed in effective
manner. In addition to this, analysis of risk is important for the manager to consider. When these
are not effectively analysed, then causes negative impact over the project and performance level
of employees. Other than this proper monitoring is required to be made on workers so that areas
in which development is to be made can be identified. As per the findings made, proper training
should be delivered as it can help in enhancing their skills and performance level. At early stage
one of the main risk that is likely to arise is related with improper planning of budget or time
done.
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TASK 1 - Project Initiation Document (PID)
Budgetary information
In a project, it is important to set out activities so that the main aim that is set can be
attained. However, proper planning need to be made in order to complete the activities within
speculated budget that is decided (Burke, 2013). Following are the activities and requirement
that will be need with their cost:
Particulars Amount
(In GBP)
Purchases
for materials
required in
refurbishme
nt
1500
Obtaining
licenced
software
2500
Database
licensing
200
Equipment
cost
2000
Labour cost 1000
Server cost 800
Network
cost
2000
Total 10,000
Timescales
There is various type of activities or tasks that are to be determined so that steps by steps
completion of project are possible. With this respect, following are the total days that will be
taken and the activities that need to be focused on with their days:
Tasks to be Time taken
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completed for each task
Initiation phase 23 days
Planning phase 21 days
Execution phase 28 days
Monitoring and
controlling
phase
33 days
Closure phase 14 days
Total time
taken
119 days
Key staff
Each of the activities can only be completed when there is support from the side of key
people required in order to conduct the operation in effective manner. When the roles that has to
be played by them is not effective, then it can cause serious issue of the project completion.
Following are the key stakeholders with their responsibilities involved in the project:
Resource managers: These people control resources that are required for the project
Project team members: They are the one who execute the project under the guidance of project
manager
Executives: They are top management within the firm who execute the project and direct on
developing organizational strategies ( Meredith and Mantel, 2011).
Steering committee: Helpful to provide guidance on key decision that can be taken.
Project sponsor: These are the project financier
Project manager: Leader or coordinator of the project
Stakeholder’s analysis
Stakeholders analysis is determined to be the degree of influence that are made by key
people and this can be done by making use of four quadrant matrix.
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Figure 1: Stakeholders analysis matrix
(Source: Stakeholder Analysis. 2016)
As per the matrix, there are project manager, educational reformers, guidelines and
principles will be at the first quadrant as they have highest influence on curriculum. For the
second segment, it includes team members and supervisors as they exert low level of influence.
For third segment, there are management and college authorities (Walker, 2015). Lastly, for
fourth segment, it consists of resource providers and funding agencies, these people should be
kept satisfied.
There are certain constraints that are carried out by project and these are done so that the
project is carried out in effective manner. In this context, there are four constraints that are
included in it. It includes quality, cost, time and scope, these are selected because it enables to set
out basic structure through which the project can be started. Cost is considered to be the main
element as it makes the manager to determine the requirements. Further, it includes time that is
required to be set so that all the task set can be completed within speculate time period. It is
identified that many of the projects fail on this constraint as the scope is not fully defined or
understood from the start. In addition to this, the quality of the project need to be properly
maintain and this is only possible time to time monitoring is done.
TASK 2 - Risk Register
In conducting the project, there is various type of risk that is faced. It is the responsibility
of manager to make sure that appropriate steps are taken so that they are able to eliminate them.
Division of risks are done in the form of major and minor risk. The division is done on likelihood
and they are as follows:
Potential risk Rank Likelihoo
d
Rank Impact
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Increase in financial cost 5 Very
Likely
5 Severe
Lack of resources 1 Very
Unlikely
1 Negligible
Increase in interest rates 3 Possible 3 Moderate
Change management
overload 3 Possible 4 Significant
Unexpected structural
defects 1 Very
Unlikely
1 Negligible
Lack of workers
performance 3 Possible 3 Moderate
Resource performance
issues 3 Possible 5 Severe
Increase in construction
cost 2 Unlikely 2 Minor
Improper planning of
finance 5 Very
Likely
5 Severe
Conflicts between
workers 4 Likely 4 Significant
Miscommunication 2 Unlikely 2 Minor
Disputes with contractor 4 Likely 4 Significant
Estimates are inaccurate 2 Unlikely 3 Moderate
Exchange rate
variability 1 Very
Unlikely
2 Minor
Lack in understanding
the roles 2 Unlikely 2 Minor
Lack of change
management system 2 Unlikely 3 Moderate
Low quality of change
requests 1 Very
Unlikely
2 Minor
Stakeholders turnover 1 Very 1 Negligible
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Unlikely
Scope of project is ill
defined 3 Possible 1 Negligible
Low team motivation 4 Likely 4 Significant
IMPACT
Negligen
ce Minor Moderat
e
Significa
nt Severe
1 2 3 4 5
LIKELI
HOOD
Very
Likel
y 5 5 10 15 20 25
Likel
y 4 4 8 12 16 20
Poss
ible 3 3 6 9 12 15
Unlik
ely 2 2 4 6 8 10
Very
Unlik
ely 1 1 2 3 4 5
15-25 High Needs corrective action
urgently
8-14 Modera
te
Needs corrective action
after 2 months
1-7 Low Doesn't currently
require corrective
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action
TASK 3 - Project Plan
Task Name Duration Start Finish Predecessors
Building Management System 112 days Fri 3/9/18 Mon
8/13/18
Initiation phase 23 days Fri 3/9/18 Tue 4/10/18
Setting the target goals of
BMS implementation 5 days Fri 3/9/18 Thu 3/15/18
Setting stakeholders
expectations 10 days Fri 3/16/18 Thu 3/29/18 3
Proper and adequate
documentations, contracts and
agreements
8 days Fri 3/16/18 Tue 3/27/18 3
Planning phase 21 days Fri 3/9/18 Fri 4/6/18
Setting out operational plans
and policies 6 days Wed 3/28/18 Wed 4/4/18 5
Identifying resource
requirement i.e. human source,
funds and equipment’s
9 days Thu 4/5/18 Tue 4/17/18 7
Plan for managing risk 6 days Wed 4/18/18 Wed 4/25/18 8
Execution phase 28 days Fri 3/9/18 Tue 4/17/18
Collection of funds 5 days Thu 4/26/18 Wed 5/2/18 9
Hiring project team i.e.
technical expert, website
developer and others
4 days Fri 3/16/18 Wed 3/21/18 3
Purchase hardware and
software license and others 12 days Wed 3/28/18 Thu 4/12/18 5
Testing system functioning 5 days Fri 6/8/18 Thu 6/14/18 2
Monitoring and controlling
phase 106 days Wed
3/28/18
Wed
8/22/18
Continue monitoring of the
system functioning and work
execution
33 days Mon 4/9/18 Wed 5/23/18 6
Regular reporting 91 days Wed 4/18/18 Wed 8/22/18 8
Conducting meetings 5 days Thu 4/26/18 Wed 5/2/18 9
Analysing the risks 4 days Wed 4/18/18 Mon 4/23/18 10
Examining the progress by
comparing the performance
with the targets
5 days Wed 3/28/18 Tue 4/3/18 5
Altering the plan 8 days Fri 3/30/18 Tue 4/10/18 4
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Closure phase 2 days Fri 3/9/18 Mon
3/12/18
Contract closure 1 day Wed 4/18/18 Wed 4/18/18 8
Post-project appraisal and
review 1 day Wed 3/28/18 Wed 3/28/18 5
Submitting the final report to
the project manager 1 day Fri 3/30/18 Fri 3/30/18 4
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There are five main milestones that are set, when these fulfilled, then the project will be
completed. The milestone set includes Initiation phase, this is the phase in which all the materials
and workers who are required for completing the project. Next steps is planning phase, as per
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this step, manager is able to determine the need with the help of which the project will be
executed. Further, it includes execution phase all the steps and plan that is develop is executed in
which support is employees is considered to one of the most effective and important one. When
this steps is carried out, then it also required to have proper Monitoring and controlling done so
that the risk or areas in which development is made can be identified. This provides manager to
take up initiatives with the help of which the goals and objectives set can be attained. Lastly, it
also includes closure phase in the targets achieved are analysed.
TASK 4 - Project Sponsor
a. Importance of quality risk management plans and the potential impact
Management of risk is essential to improving external and internal working environment.
Risk management is considered to be the strategy that helps to identify weakness and strength
that prevail in the working environment. When these aspects are eliminated, then it becomes
favourable enough to perform the project (Harrison and Lock, 2017 ). The performance level of
project gets negatively affected when risk is not properly analysed. Apart from this, it also
enables to raise profit and productivity. Below mentioned are some of the risks that are raised in
the project:
Preparation: To make sure that all the workers in the project perform with their effective
manner is only possible when they have strong communication or interaction so that all are able
to put on their full efforts in conducting their roles. Risk arises when each of the key stakeholders
are able to perform their roles (Boud, Cohen and Sampson, 2014). Further, it also required that
all the materials are available and they have proper understanding for the set of roles that are
needed to be performed. As per the project, there are hardware of tables, computers, etc. that are
required to be arraigned so that preparation is made.
Plan: There is different type of activities that has to be considered and when these are
done, then it becomes favourable for the project manager to determine the internal and external
risk. More specifically, it helps to focus on identifying hazard, potential contact, proposed
activity and changes that are arise. Generally risks for plan arise when there are budget and time
set is not effectively (Mir and Pinnington, 2014). For each of the activities cost and time is
included, when these are not effectively done, then it has negative impact over the project. This
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way, it can be stated that proper analysis of these areas should be done so that all the activities
can be completed within speculated time period.
Result: At the initial stage when all the activities set are carried as per planning made,
then it becomes favourable enough to make sure that at the end the project will be completed as
per it was decided. It is important to have proper control on time. When any activities get
delayed at the initial stage, then remaining all the activities gets affected ( Söderlund, 2011).
When management of risk is done in appropriate manner, then it is helps to make success in
market. However, risk analysis is only possible when project manager have considered all the
areas that that can have inverse impact.
Evaluation: Evaluation of the project is only possible when internal working of the
environment is effectively calculated. Growth rate of the project gets improved as through risk
the rate of cost and time that is involved increases (Heldman, 2018).
Management and risk elimination is important in the project as the total time take for this
process is high and when these are not performed in effective manner, then it becomes difficult
to conduct the operations. Complete analysis of the all factors can be identified and thus enables
to attain the set goals and objectives in appropriate manner. In other words, within the speculated
time period, the development of lab will be done by the project manager as per the set plan
(Memon, Rahman and Azis, 2011).
Risk can be eliminated when all the people who are involved in the project have proper
understanding of the roles and responsibilities that has to be played. When all the roles are
performed in effective manner, then it becomes favourable enough to eliminate the risk that can
arise. In this process, proper monitoring is important so that all the issues faced by employees
can be identified and appropriate step need to be taken to improve them.
b. Analysis and critique of the potential relevance of PRINCE2
PRINCE2 is defined as one of the effective tool that is used widely in project
management methodology. This tool is used for widened large projects for all kinds. With this
respect, below given are the advantages and disadvantages:
This enables to guide the projects by making use of right terminology. Apart from this,
this is a constant, reliable and organized approach that can be adopted at the initial stage when
the project begins. In a project, it is important to have strong communication among employees
or stakeholders so that they are able to eliminate the issue like conflicts or confusion ( Burke,
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2013). This tool is helpful to makes sure that these type of problems can be eliminated. When a
work is performed by a single person, then the total time that is taken will also be high when
same work is performed by a group. Through this tool, people are able to get support and
direction so that any problem faced due to lack of communication can be eliminated. In addition
to this, it covers all the small things that are not considered by project manager and this makes
them carry out the project in effective manner.
In spite of all the listed benefits there are also disadvantages faced through PRINCE2.
One of the main issue arise when the project manager do not make use of this tool properly.
There are guidelines and steps that have to be considered and when these are not followed, then
it becomes difficult to perform them. This way, it can be stated that project manager should be
have effective understanding about the tool and then it should be used (Kerzner and Kerzner,
2017). Apart from this, there are skills like leadership that the project manager should possess
and this is there, then it enables to focus on the project efficiently and in eliminating the risk that
can arise. There are various activities that had to be considered in designing the lab, there are
requirement of leaders who can set out the barriers that can arise in the process of project. This
way, it can be stated that the project can attain the goal and objectives that are set.
Conclusion and recommendation
From the report carried out, it can be stated that project manager to need to make
appropriate analysis of the aim and objectives as it enables to determine the steps that has to be
considered by stakeholders through which it can be attained. Proper division of budget should be
done in all the activities so that each one can be completed. When time that is taken for
completing an activity gets exceeded, the all the other following activities also gets affected. All
the key stakeholders should be identified as they are the one will be supportive enough to
conduct the operation in appropriate manner. Further, monitoring should be done the manager so
that all the areas in which improve can be identified and according training is delivered with the
help of which they are able to put on their full efforts for the job that they have to perform.
There are recommendations identified, when these will be followed, then it will be
effective enough for The QA Higher Education for carrying out the research. In this context,
below given are some of the recommendations made:
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Evaluating growth: Managers should have time to time analysis and evaluation made for
the project growth and in case any type of deviation is identified, then it can be determined and
steps can be taken for the same.
Use of new or updated technology: With time, there are changes that take place in
relation with use of technology, it should be done in effective manner. When these are done in
appropriate manner, then it enables to improve the quality of services delivered.
Motivation: There are situations in which people find it difficulty in performing with their
full efficiency and in order to overcome them all employees should be motivated so that they are
able to perform their set of roles in effective manner.
Monitoring: Frequent monitoring of the plan and employees performance should be done.
This enables to provide information regarding the gap or problems that are raised in undertaking
the project. When the risks are identified at the initial stage, then it becomes helpful enough to
make sure that the set goals can be attained.
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REFERENCES
Books and Journals
Boud, D., Cohen, R. and Sampson, J. eds., 2014. Peer learning in higher education: Learning
from and with each other. Routledge.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Memon, A. H., Rahman, I. A. and Azis, A. A. A., 2011. Factors affecting construction cost in
Mara large construction project: Perspective of project management consultant.
International Journal of Sustainable Construction Engineering and Technology, 1(2),
pp.41-54.
Meredith, J. R. and Mantel Jr, S. J., 2011. Project management: a managerial approach. John
Wiley & Sons.
Mir, F. A. and Pinnington, A. H., 2014. Exploring the value of project management: linking
project management performance and project success. International journal of project
management, 32(2), pp.202-217.
Söderlund, J., 2011. Pluralism in project management: navigating the crossroads of
specialization and fragmentation. International Journal of Management Reviews, 13(2),
pp.153-176.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Online
Stakeholder Analysis. 2016. [Online]. Available through: <
https://www.mindtools.com/pages/article/newPPM_07.htm >.
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