Project Management: Improving Spaces for Business Students

This study focuses on project management techniques and strategies for improving spaces for business students. It includes a project initiation document, work breakdown structure, risk register, and the importance of effective communication and project methodology.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
Project 1...........................................................................................................................................1
a. PID ..........................................................................................................................................1
Objectives....................................................................................................................................1
Approach......................................................................................................................................1
Key staff.......................................................................................................................................2
Stakeholder Analysis...................................................................................................................2
Budgetary information ................................................................................................................3
Timescale ....................................................................................................................................4
b. Work breakdown Structure......................................................................................................7
PROJECT 2......................................................................................................................................8
A. Risk register............................................................................................................................8
B. Importance of risk register....................................................................................................11
PROJECT 3....................................................................................................................................12
A. Explanation and need for effective and structured communication......................................12
B. Different project methodologies............................................................................................13
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Project management is all about to lead an entire team towards a success path in order to
attain the define goal by using five stages. In the same way, the current study is entirely based
project management and also enhance the knowledge related to this. The report is based upon a
case scenario in which, QAHE wishes to improve the space available for the business students
and through refurbishment, student may use the space for different activities. That is why, study
provide the Project Initiation document in which, project manager define the scope and
management activities which are consider while executing the project. Further, study provide
WBS and provide 10 different types of risk which needs to be minimized by the project manager
in order to execute the project in better manner. Lastly, study provides the importance of having
effective communication and project methodology that is used by the project manager while
proceed towards project.
Project 1
a. PID
Objectives
“To improve the spaces available to the student of the university of London.”
Under this project the university is asking the student to improve the available space for the
redevelopment and utilisation of the empty space within the university. Here there will be more
activities like the adding the tiered seating along with use of acoustic panels on the walls for
making it a more attractive and good place for teaching. Also, the most important thing to be
kept in mind for the completion of this project is that the teaching timetable must not be
hampered or disrupted.
Approach
The major approach which is being used for the completion of the project of improving the
spaces of business student and its redevelopment the project approach selected is the agile
approach of project management. Under this approach the project demand for a solution which
evolves on the basis of collaborative effort of all the people involved in the management of
project. This is a good approach of completing the project as this will help the university in
refurbishing the whole space so that it can be fully utilised. This includes the interaction process
of all the stakeholder involved within the project and its management.
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Key staff
Project Manager
Project Manager is responsible for looking at the operation and functioning of project. Project is
the key person in the project who have the responsibility of making the project successful. It
ensures that the processes and operations are defined adequately to the staff and other members
of the organisation. The main strategies and frameworks to be followed in the project are made
by the project manager.
Project Investing Director
Project Investing directors have the overall accountability of the project which is
undertaken. Investing directors provide the company with the funds for carrying out the
operations of the project (Kent and Zunker, 2017). They give expertise knowledge and
experience in the crucial decisions to be made related with the project.
Resource Manager
Resource managers ensures that project is available with all the required resources for
carrying out the project. Resource managers makes predictions and forecasts about the
requirement of resources for carrying out operations and ensures they are available at the time
when they are required.
Team Leaders
Team Leader is individual which is responsible for achieving the given targets in the
project with his team. Team leaders works collectively with their team members for achieving
the goals and objectives. Team leads ensured that motivation and efficiency of the team members
is maintained for achieving the best outcomes.
Stakeholder Analysis
Stakeholders Impact of the project on shareholders
Students High
Students have high impact from the project. Project will provide the
students with new campus facilities. Redevelopment of the campus
will be providing the students to get better learning experience from
the increased area and space for teaching. Also the seating
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arrangements will be shifted to other classes for refurbishment.
Project Manager High
There is high impact of the project on the manager as it responsible
for redevelopment of the university campus. Providing effective
services and redevelopment will add value to the name of project
manager. On the other bad work will create wrong image of the
manager affecting growth opportunities.
Facility Management Medium
They have the responsibility of completing the project in efficient
and manner. Facility management has to provide all the services and
required resources for completing the project effectively (Khan,
Skibniewski and Cable, 2019). Successful project will be promoting
the staff to higher levels based on their performance.
Project Investing
Director
High
They are having high impact of the project as they have invested their
money in the project. They provide the strategies and ideas that could
be used by management for decision making and achieving the
required level of return and growth. They are concerned with getting
adequate return over their investments.
Project Team Member Low
Team members are only concerned with doing the work as asked by
their team leaders. They are not concerned with the success or failure
of the project. They will be paid their salaries in either cases on
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completion of the project.
Budgetary information
Expenses Amount
Cost of managing resources £8,000
Travelling cost £15000
Insurance charges £10000
Salaries of staff £15000
Cost of management £15000
Equipment cost £15000
Overhead cost £22000
Total £100000
4

Timescale
5

6

7

b. Work breakdown Structure
Work breakdown structure is consider extremely valuable tool for the project
management methodology and it help the project to make changes (Trott, 2019). Further, it is a
set of foundation for the entire project and it also help to make sure that proper project baselines,
estimating and resource use.
On the other side, critical path is also plays an important role in the success of a project
because it is a method which is frequently used and consider the most effective technique for
project planning. Through this, project manager analyse the shortest distance from all the
activities and this in turn leads a project towards success.
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PROJECT 2
A. Risk register
Catego
ry
risk Respon
sible
person
Pre
action
Post
action
Scores
(1-3)
1-Low
2-
Mediu
m 3-
high
=
Impact
*
Probab
ility
Impact
(1-3)
1-Low
2-
Mediu
m 3-
high
Probab
ility
(1-3)
1-Low
2-
Mediu
m 3-
high
Mitigation
strategy
Internal
Risk
Financi
al risk
in
which
fluctuati
on in set
budget
Project
manage
r (PM),
Project
sponsor
To
mitigate
this
risk,
PM
should
make
budgeta
ry
plannin
g and
approve
the
same to
stakehol
ders
Once
the risk
is
identifie
d, PM
should
consult
the
same
with
other
stakehol
der and
after
approva
l,
proceed
further
3 High High To mitigate the
financial risk, PM
should review
each task and may
also ask about
total expenses to
team members,
this help to
analyse the actual
spendings and if it
is over-budgeted
then take action
accordingly.
Strategi
c Risk
Project
manage
r uses
wrong
technol
ogy that
affect
the
results
Project
manage
r
For pre-
action,
Project
manage
r should
select
top 5
best
techniq
ues in
order to
manage
After
determi
ne the
risk, PM
should
consult
the
same
with
others
team
member
2 Medium Medium As per the current
scenario, the
major risk in
strategy is under
the technological
issue and that is
why, project
manager should
testing all the
techniques which
are used under the
process (Lovett
9

the
work
and take
a review
in order
to
determi
ne any
loophol
e
And et.al., 2018).
Internal
risk
Operati
onal
risk :
Lack of
providin
g
effectiv
e
training
to team
mmbers
Operati
onal
manage
r and
Project
Manage
r
Make
sure that
effectiv
e
plannin
g is
done
and
each
task is
assignin
g to
differen
t
people.
By
analysin
g the
perform
ance of
each
task,
project
manager
determi
ne the
risk is
minimiz
ed or
not.
1 Low Low In order to
minimize the risk,
project manager
should make sure
that each task is
divided with
effective planning
and keep review
all the task that
assist to make
sure that it did not
cause any
negative impact
upon project
(Leva and et.al.,
2017).
Internal
risk
Commu
nication
issues
Staff
member
s and
project
manage
r
Effectiv
e
commu
nication
plans
should
be
introduc
ed in
order to
clearly
commu
nicate
all the
essentia
l things
to other
staff
member
s
Once
the risk
is
identifie
d, PM
should
make
sure
meeting
is
conduct
ed so
that
changes
in task
is
transfer
to
others.
2 Medium Medium Face to face
meetings should
be conducted, any
changes in task
should be post in
the official
website to let
other stakeholder
determine about
changes. This
help to minimize
error.
Internal Legal Project Must Cross- 3 High High Project Manager
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risk risk:
Not
complyi
ng with
laws
and
policies
Manage
r
read the
entire
contract
with
sub-
contract
ors to
avoid
this risk
verificat
ion of
all
contract
s should
be done
to avoid
legal
risk
should make sure
that all the task
are arranged
which are define
under contracts
and legal rules.
Also, members
complies with the
set laws so that it
not cause any
negative impact
upon project.
External
risk
Sudden
strike,
natural
hazard
Project
Sponsor
,
project
manage
r
Proper
arrange
ment
should
be
reviewe
d like,
labour
strikes,
environ
ment,
then
project
should
start
After
determi
ne the
project
risk, PM
should
ensure
that
mitigati
on
strategy
is
properly
followe
d.
2 Medium Medium To minimize the
risk, project
manager should
make alternative
strategy to cope
up. This means,
substitution of
every task should
be develop so that
it will not affect
the project
success (Leva
And et.al., 2017).
Internal
risk
Human
Resourc
e risk
like,
one of
the team
member
take
leave
due to
illness
Project
manage
r
Skilled
labour
should
be hired
by
examine
that
they
posses
the
needed
skills
Must
have
alternati
ve
human
resource
so
project
did not
got
delay
3 High High In order to
minimize the risk,
project manager
should make sure
that they have
every substitute
for technical
managers, normal
labour to cope up
with the issue.
Internal
risk
Time
manage
ment
risk:
Not
meet
Project
team
member
s and
project
manage
Each
and
every
task
should
be meet
Review
all the
task in
order to
make
sure that
3 High High Set KPI in order
to manage the
time and this will
help project
manager to
identify that
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with the
set
deadline
r with the
define.
project
is
complet
ed
define activity is
met with the set
standards or not
(Govan and
Damnjanovic,
2016).
External
risk
Supply
chain
risk, in
which
low
quality
of the
product
are
offered
Operati
onal
manage
r and
Project
manage
r
Project
Manage
r should
set a
mindset
with
regards
to
which
quality
do they
prefer in
order to
generate
best
outcom
e
Make a
list and
take a
review
to check
whether
the
material
is of
high
standard
s
3 High High To cope up with
this challenge,
manager should
ensure that
production unit is
met with define
success criteria.
Internal
risk
Manage
ment
risk, in
which
manage
r do not
met
with the
set
define
time
line due
to low
manage
ment
skills
Project
manage
r
Make
effectiv
e
plannin
g for
each
task
Review
the
entire
project
2 Medium Medium Make sure that
project manager
managing the
work by suing
Benchmarking
tool in which
define task are
meet with the set
standards and
each task is
manages
accordingly (Ou-
Yang and Chen,
2017).
B. Importance of risk register
Risk register plays an important role in project management such that it is actually used
to determine the potential risk within a project. Also, risk register is used to gather information to
12

identify hazard and risk which may affect the entire project in negative manner (Heldman, 2018).
The register is contain different key element such that risk, references, likelihood, owner and
mitigation strategy through which risk is easily minimized. Without risk register, project got
delay and project manager also have a fear of accusation that identify the new risk which will be
traced back to individual mistakes. For example, while furbishing the space in QAHE, one of
human resource got ill and this risk is fall under the category of internal risk.
If risk register is not maintained, project manager do not have any idea to manage the risk
and as a result, define task got delay which in turn not deliver the project on time. Or else,
effective solution are not taken then it may also leads to failure the entire project. This is clearly
reflected that without risk register, project manger of QAHE did not easily meet the define aim.
The major significance of using risk register is to identify the potential behavioural trend issue
and also capture the risk which is associated with the legal issue and this in turn affect the entire
results in negative manner. Moreover, with the help of risk register, documents are better safe
procedure and project manager also make sure that there is a continuous improvement which in
turn assist to meet the define aim in a specified timeline. Also, the register contain the risk matrix
rating which in turn help to determine the likelihood of an event happening and if the event is
affected in highly manner, then its consequences may also affect the entire results in opposite
manner. That is why, there is a need to maintain risk register whether the project is small or large
because it determine the chances of project's successful and failure.
Example: For instance, as per the define case study, when there is a cost risk which is
face by the scholar, at that time, project manager should make sure that they keep monitor all the
define task otherwise it affected the entire results and also fails the project. At that time, risk
register is used which in turn assist to provide different ways through which the risk is
minimized. On the other side, management team should keep monitoring all the stages so that it
do not cause any negative impact upon the project and with proper support from the team,
project is succeeded so that define aim and objectives will be attain.
PROJECT 3
A. Explanation and need for effective and structured communication
Communication plays a crucial role such that with an effective and structured
communication, project manager relaying information and also ensure that all the necessary
information is passed to stakeholder or not (Yap, Abdul-Rahman and Chen, 2017). That is why,
13

in order to relay the information, project manager also regularly access the information for
QAHE refurbishment the space and adhere to a system of a regular and focused communication
because it help to prevent from misunderstanding and delay the project.
Moreover, by applying Communication Accommodation Theory, project manager share
the views and opinion in order to manage the work and deliver the project. As QAHE is planning
to renovate the available space of university and that is why, it is necessary for the project
manager to clearly let their team understand about project aim and objectives in better manner.
Even the theory also argued that individual adapts to the person through which they are
communicating with. Like, when they interact with others, a person should try to learn from
others speech pattern, body language and gestures (Karuppiah, Marthandan and Shanmugam,
2018). In the same way, there is a need project manager should also make sure that they use face
to face meeting in order to minimize the error of communication. This in turn also lead to avoid
over accommodation which generally occur in some ways such that overdoing, sensory and
intergroup accommodation.
For example, in any changes done by project manager while executing QAHE project
towards a success, they use different mode of communication such that face to face meeting, post
on the official website, telephonic conversation so that it will help to deliver exact plans. Also, in
order to believe the communication process should be structured, it is suggested to project
manager to use communication plan which contain every single detail in broad manner so that
chances of error is reduced (Smit and et.al., 2017).
B. Different project methodologies
Agile methodology: this methodology is highly used by companies because it promotes
continuous iteration of development and also testing the software development life cycle of
project. This approach is based upon 12 principles and its mainly concern is to satisfy the
customers and deliver the valuable software as well (Shavaliev and Puryaev, 2018). On the other
hand, it is also based upon the four values such that individual and interaction over the process
and tools, working software instead of documentation, customer collaboration and responding to
change.
Waterfall methodology: It is the first method which is simple to understand and
implement. In this methodology, project manager easily analyse each stage and define the task in
14

well manner (Ajam, 2018). Such that it is a six stage process which is easy to understandable
and implement. That is why, it is also known as a linear sequential life cycle model as well.
PRINCE2 Methodology: It is a process based method which is used for effective
projects and highly recognized under private sectors. Under this methodology, there are different
techniques that assist to make the project easily deliver to others such that project assurance and
project support (Naik and Jenkins, 2019). This methodology is especially used because it easily
manage or control the changes which do not affect the results. Such that there are many chances
while a project is executing and that is why, project manager only thinks to comply those
methodology which easily comply with changes i.e. Prince2 methodology.
Methodologie
s
Advantages Disadvantages
Agile
Methodology
 This process is broken into
different model in order to
minimize the error.
 Error can be easily fixed
during middle of a project
(Suetin and et.al., 2016).
 Needed close
communication in order to
perform the task in better
manner.
 Less predictability is the biggest
disadvantage of this method
 It require more time and
commitment as compared to other
methods
 As the principle need close
collaboration and extensive user
involvement and that is why, it
increase the demand among
developers and client
Waterfall
Methodology
 Plan oriented method in
which all kind of project are
implemented.
 Simple and easy to
understandable
 Clearly define each and
every stage
 task are easily arranged and
well understood.
 High amount of risk as compared
to other methods
 sometimes it is difficult to measure
the progress of each stage.
 Did not accept the changes as per
requirement (Morgan, 2018).
Prince2
methodology
 This methodology is mainly
focused on outcomes.
 It help to in-built
mechanism for continuous
improvement and re-use the
asset.
 It helps to provide better
communication and
accountability within a
project (Pros and cons of
 Due to lack of time management
strategy and involvement of senior
authority, which slower down the
project.
 At each stage, project manager
have to face loads of
documentation to maintain and
update.
15

Prince2 methodology.
2020).
Recommendation: From all the there, project manager of QAHE uses Prince2
methodology, it is so because it allows for better control of resources and better business.
Through this methodology, researcher is easily determine the risk which may be faced by project
manager in order to executing a project of refurbishment in QAHE. As the method is flexible in
nature that is why, it is majorly applied in construction related project. Similarly, QAHE is also
wants to improve the space which is available for business students so that they use the space for
their own personal use and learn new things.
This is possible only when the project manager uses Prince2 methodology as it is help to
enhance the financial value and business justification. As project aim is to provide best facility to
the student and this is possible only when PM uses this methodology. Even the pros of the
method is also reflected that the chances of error is low as compared to other methods and that is
why, it is suggested to the project manager to use this methodology for executing the priject in
better manner.
CONCLUSION
By summing up above, It has been summarized that with effective steps of project
management process, PM leads to attain the define aim. In the same way, refurbishment of
available space of QAHE, it is analysed that there are around 20 activities which need to be used
while executing project in forward direction. Further, study also concluded that there are
different risk identified and with the help of risk register, all the risk are minimized. By using
Communication Accommodation theory, it is easy for the project manager to make sure that
communicate the views to all stakeholders. Lastly, it is concluded that by using Prince2
Methodology of project management, it is easy for PM to execute the plan.
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REFERENCES
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Leva, M.C. and et.al., 2017. Risk registers: Structuring data collection to develop risk
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development.html>.
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