Project Management: Developing Space for Redevelopment and Refurbishment

This report explores project management concepts and processes in the context of developing space for redevelopment and refurbishment. It covers the project initiation document, work breakdown structure, risk register, and communication process. The report discusses objectives, approach, key staff, stakeholders, budgetary information, timescales, and more.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
PROJECT 1......................................................................................................................................3
Project Initiation Document (PID)..............................................................................................3
Work breakdown structure..........................................................................................................9
PROJECT 2....................................................................................................................................10
A. Risk register.........................................................................................................................10
B. Ways in which risk register makes a crucial part in risk management plan.........................14
C. Report...................................................................................................................................15
CONCLUSION..............................................................................................................................18
REFERENCES..............................................................................................................................19

INTRODUCTION
Project management is a concept which includes the different process, knowledge, skills,
attributes and all other activities which are necessary for completion of objectives of project. The
project management is a concept which states that there are different steps for the completion of
project in successful manner. If the project need to be completed in successful and effective
manner, then manager has to follow all the stages of project management (Yap, Abdul-Rahman
and Chen, 2017). The present report is based on the project of developing the space available for
the redevelopment and refurbishment. The current report will include the development of PID
that is project initiation document along with the work breakdown structure. Further the different
types of risk governing the project will be outlined under the risk register. In the end the
communication process and the critical evaluation of different methodologies of project
management will take place.
PROJECT 1
Project Initiation Document (PID)
The project initiation document is a type of document which includes the brief overview
of the whole project. This includes different aspect like the scope and objective of project, time
taken for project, cost involved in project, key people and stakeholder involved in project and
many other related aspects.
Objectives
The objectives of the project are as follows-
 To improve the space which is available for student and to redevelop and refurbish it for
developing better teaching space.
 To try to develop the good teaching space by utilising the empty space so that it can
attract more of student.
 To develop tiered seating arrangement along with the acoustic panels over the walls to
make it attractive for the students.
Approach
The approach used for the management of project of redeveloping spaces within the
university is agile approach. The major reason for the use of Agile methodology is that this is

best process for managing the project (Trott, 2019). There are many different values and
principles attached with agile methodology like accommodating changing requirement, enable
face- to- face interaction, support, trust, and motivating the people and many other values which
are catered by this methodology.
Key staff
There are many people involved at time of managing the project as without people the
project cannot be completed as staff works on the project in order to attain the aim and objective
of project. The major staff for the project of redevelopment and refurbishment of empty space
are project manager, investors, team leaders, team members, resource allocator and all other
people related with completion of the project.
Stakeholder analysis
The stakeholders are the people who are interested in the working and successful
completion of the project. This is essential as if stakeholder will not be happy and satisfied then
this will decrease interest of stakeholder within the project and they will not work in proper and
effective manner.
Stakeholders Significance
Students This is the major stakeholder within the project as they will be
benefitted the most by the completion of this project. The major
reason is that if empty space will be utilised in proper and effective
manner then this will increase their interest in learning with the
university
Project Manager This is another stakeholder who is responsible for managing whole
project from initiation till the completion of the project. The manager
is significant stakeholder as this is the person who takes decision for
each and every activity for completion of the project (Suetin and
et.al., 2016).
Project sponsor This in addition to the manager is also a main stakeholder as if
finance will not be provided then project will not be completed in
proper and effective manner. Hence, finance is the most important
thing for completion of the project of redeveloping and refurbishing

the space.
Resource allocator This is also an important stakeholder who is responsible for
optimally using the resources so that it yields the maximum output
(Smit and et.al., 2017).
Project Team Member These are the stakeholder who actually undertakes the work as
directed by the project manager. These are the people who actually
perform task for the development of empty space into a good
teaching space.
Budgetary information
This is the most important thing in the management of project as without finance the
work cannot be completed. For the redeveloping and refurbishing the empty space will include
the following budget-
Expenses Amount
Cost of managing resources £8,000
Labour cost £15000
Material cost £15000
Salaries of staff £15000
Cost of management £10000
Equipment cost £22000
Overhead cost £15000
Total £100000
Timescales

Work breakdown structure
The work breakdown structure is helpful in managing the task which are in the project
completion. The major reason for this is that when the project manager has a WBS then they can
see that which activity need to be completed before the ending of which activity (Shavaliev and
Puryaev, 2018). This also assist the project manager in developing an idea or estimate relating to

the risk, cost, time and other aspect related with the accomplishment of the project in successful
manner.
On the flip side the critical path analysis is also very important for project manager to
check. The major reason underlying this fact is that for completion of single activity there are
many different ways which can be adopted but cost and time associated with them is different
(Ou-Yang and Chen, 2017). Thus, critical path method is used by manager in order to see that
which is the shortest path through which project can be completed.
PROJECT 2
A. Risk register
Types of
risk
Responsib
le person
Pre action Post action Scores
(1-5)
1-high
5- least
effective
Likelihood Mitigation strategy
Managem
ent risk
Manager
of project
is
responsibl
e
Doing
proper and
effective
planning
before
implement
ation
Checking
that all
planned
activities
are
implement
ed in
proper and
effective
manner or
not
3 Moderate If any issues relating
management will take
place, then this will be
mitigating by using
tool of comparing
standard against the
actual work. This will
assist manager in
identifying the
deviation among the
planned performance
and actual
performance.
Cost risk Project
manager
Pre- action
will be to
analyse all
After the
identificati
on of risk
2 High The mitigating action
is to properly monitor
all the activities under

the areas
in which
cost is
being
levied.
manager
must take
measure
for
minimizin
g the cost
or arrange
for finance
to pay the
cost.
project management to
take a detail analysis
of all cost of activities
(Naik and Jenkins,
2019).
Risk of
supply
chain
Operation
al manager
The pre-
action is to
do market
research
for the
various
sources
where raw
material
can be
arranged
The post-
action will
be review
that
whether
the raw
material is
being
taken at
proper
cost or not
4 Low For managing this the
mitigating action is to
ensure that time to
time the operational
team regularly check
the availability of the
raw material and will
include checking of all
suppliers.
Strategic
risk
Staff
members
and
project
manager
The pre-
action will
be develop
strategy by
analysing
the
objective
of project.
The post-
action is to
analyse
the fact
that
whether
strategy is
assistive in
attaining
4 Low The mitigating action
will be to revise the
strategy and the
objectives so that
strategy can be
implemented in
effective manner.

the
objective.
Risk of
managing
time
Project
team
members
The pre-
action will
be to set a
standard
time for
all
activities
of project
The post-
action will
be to
review the
reason for
the delay
and try to
avoid it.
3 Medium The mitigating action
will be to set the
standard high like is an
activity has deadline of
5 days then team
members must be
given only 4 days so
that 1 day is there for
rechecking (Morgan,
2018).
Operation
al risk
Operation
al manager
and
project
manager
The pre-
action will
be to do
effective
planning
for all
operationa
l activities.
The post-
action will
be check
for the
reason for
deviation
among the
planned
and actual
performan
ce.
2 High The mitigating action
will be to divide each
and every task to the
employees on basis of
their specialization.
Human
Resource
risk
Project
manager
Pre- action
is to hire
team
members
who are
skilled and
capable of
The post-
action will
be to have
alternative
available
if the
person is
2 High The mitigating action
is to have an alternate
for each and every
person working in
project management
team.

doing the
work
not
working in
effective
manner.
Interperso
nal risk
Project
team
members
The pre-
action is to
emphasize
over
effective
communic
ation so
that there
is clarity
of goal.
The post-
action is to
conduct
meeting in
case
people
have any
interperso
nal issue
3 Moderate The mitigating action
is to make use of
proper and effective
use of communication
process and theories
(Lovett and et.al.,
2018).
External
environme
nt changes
Operation
al manager
and
Project
manager
Proper
research of
the
external
environme
nt is the
pre- action
After
identificati
on of risk
the action
will be to
try to
implement
the change
is relevant
4 Low The mitigating action
will be to hire a person
who will be only
responsible for
managing market
research.
Legal risk Operation
al and
Project
manager
The pre-
action will
be to
research
for all
laws
applicable
The post
action will
be to cross
check that
whether
the laws
and
2 High The mitigating action
will be to hire a legal
professional who will
look into all the
matters relating to
legal.

over
project.
regulation
are
followed
or not.
B. Ways in which risk register makes a crucial part in risk management plan
The risk register is very important tool which is important for the completion of the
project in proper and effective manner. The risk is a factor which is uncertain and can occur any
time and which is not fixed. Hence, because the risk cannot be predicted so the project manager
will have to decide and analyse all the risk which might come in way of completing the project.
For this risk register is of great importance as this will assist the project manager to be prepared
for any type of risk which they might encounter. Another major importance of using the risk
management or risk register is that this gives a guidance to the project manager and team that
how they will have to manage all the working of the project in successful and effective manner.
For understanding in better manner the risk registers the importance is that the risk
analysis will assist in making controlling action for the risk if it will occur in actual. The risk is
the action which has possibility that whether the action will take place or not. Thus, this risk
register will assist the project manager and project team in managing the risk. This will be done
because the risk register includes pre- action and post- action of the risk and this will assist the
project manager to meet the risk if it happens. Thus, the risk register also includes the mitigating
action which states the strategy which will be helpful in meeting the risk. This will assist both
project manager and project team as this risk register will provide an advance solution to the risk.
If the risk will occur, then the project team and manager both know what they have to do to
mitigate it. Further with assistance of risk register the people who are not much efficient in
working can also deal with the risk. The major reason underlying this fact is that when the people
does not have the knowledge then they can have a look for all the risk mitigating action in the
risk register (Leva and et.al., 2017).
For instance, if in risk register the risk of legal issues is present then this will assist the
people working in project team. The major reason for this is that if the person will not have the
knowledge of dealing in the legal issues then the risk register will include all the solution dealing
in the legal issues.

C. Report
Communication
The communication is the most important and essential aspect within the project
management as if communication will not be effective then this will affect completion of project.
The communication is defined as the exchange of information and facts and figures between
people in order to complete the project in successful and effective manner (Khan, Skibniewski
and Cable, 2019). The communication need to be clearly structured and effective as the success
of the project is totally dependent over the clear and understandable communication. The
communication theory which can be effective in applying for the project of space redevelopment
is use of Diffusion theory. This theory suggest that some people can adjust to the changes easily
but some cannot.
Hence, at time of managing project, in team there are people who can adapt to the
changes and there are some people who cannot adapt to these changes. Thus, it is the
responsibility of the project manager to make sure that they are able to make strategies for those
people as well who are not able to adapt to the changes in fast and effective manner. Thus, this
theory will assist project manager of redeveloping and refurbishing the empty space into the
teaching space into making plan for the people who are not effective in adapting to changes very
rapidly. Thus if all these things will be effectively communicated to the employees then they will
be in a position to present their work in better and effective manner.
In addition to the use of Diffusion theory it is also very essential for the people or the
project manager to have an effective structure of communication. This is particularly because of
the reason that if the team members of project are not following the proper structure or hierarchy
then this will affect the working of the company to a great extent. Thus the structure of the
communication starts with top management and flows to the lower management. This structure
of communication will start with top management where they will make the policies and
strategies to be followed (Kent and Zunker, 2017). Further they will communicate all the policies
to the project manager and the resource allocator. In addition to this they further communicate
the information to the project team so that they can carry on the work in effective and efficient
manner. Further the team members have to convey the message with the further staff so that they
can effectively manage the project completion in effective and successful manner.

For instance, is the project manager made a change in some strategies of completing the
project and if they will not communicate to the team members then this will result in failure of
project (Ajam, 2018). The major reason underlying this fact is that the team members are not in
condition of understanding the requirement of what work needs to be done. This can create
miscommunication and this may result in non- completion of the project aims and objectives. For
example, if communication is proper, clear and understandable then this will create better flow of
work and this leads to effective completion of the project.
Critical analysis of methodologies
There are different types of methods and approaches which the manager of project can
undertake in order to complete the project in successful and effective manner. The major type of
methodologies that a project manager can undertake is discussed as follows-
Agile- this is the most essential methodology which can be useful in the successful
completion of the project and in attaining the objective of project in the same manner (Govan
and Damnjanovic, 2016). This methodology mainly focuses on the delivery of maximum value
to the company or the project manager. This is majorly because of the fact that if the project will
not provide any value to its stakeholder and to the people associated with it then the project will
not be successful. The major principle which is included in agile working is that the project
breaks the requirement into smaller steps so that it is easier to prioritise them. Further another
principle states that the agile methodology is the one which promotes the collaborative working
and also reflects the learning which is being required at time of completion of the project.
Advantages Disadvantages
 The major advantage of using this
methodology is that this includes fewer
wastage of resources as the all the task
are conducted on time and this involves
the proper management of resources.
 Another major advantage is that this
method assists in proper and effective
detection of issues and finding solution
to it (Advantages and disadvantages of
agile project management, 2017).
 The major drawback of agile
methodology is that this methodology
takes a lot of time as developing the
project takes time.
 Further another major disadvantage of
this is that the documentation is also
very high and for this the methodology
is complex and time consuming.
 In addition to this another drawback is
that measuring progress of project is

 Along with this another major
advantage is that this help in getting
immediate feedback that whether the
project is being taking place in same
manner or not.
little tough in this method as this has to
cross through different cycles.
Waterfall- this is another important technique through which project can be handled and
managed in effective manner. This is a technique or methodology which relies on the team that
has to follow a series of steps and not going to other step till the previous one is not completed.
With assistance of waterfall method, the project manager can list out the whole process of project
completion in a series of steps and then try to follows it (Karuppiah, Marthandan and
Shanmugam, 2018). This method is more suitable for the university in order to manage the
project as this is best suitable for the project which has more detailed and long objectives. The
major reason is that this will assist the project manager in clearly defining all the stages of
completion of project and this will result in effective completion of aims and objectives of
project.
Advantages Disadvantages
 The major benefit of using the method
of waterfall is that this includes use of
clear structure for the completion of
project.
 Another benefit is that as the steps are
already decided thus this assist the
people in project team to transfer the
information in effective and efficient
manner.
 The major drawback of this method is
that as the steps are already decided for
the project thus, change in any step will
affect the changes in the other steps as
well.
 Another major drawback is that if any
activity gets delayed then the whole
project management process gets
delayed. This is because of the reason
that when one step in the process is
affected then this will delay the whole
process.

PRINCE 2- this is another major important methodology in project management which
project manager can use in the redevelopment of the empty space for a teaching space. This is a
process based approach that mainly focuses on controlling the whole project that is from start to
finish (Heldman, 2018). In simple words this means that firstly the whole process is being
planned in detailed manner and then it is executed. This methodology is the one states that every
stage has their own process and these need to be clearly structured so that project manager
clearly knows what to do.
Advantages Disadvantages
 The major benefit is that this method
focuses more on the output which it
provides relating to the continuous
improvement of the project.
 Another benefit is that this improves
communication as every person know
what work they have to accomplish and
this makes much clearer.
 The drawback of PRINCE 2
methodology is that there is too much
documentation requirement that need to
be fulfilled at time of completion of the
project.
 Another drawback is that there is lack
of top management involvement as they
once make the plan and then are not
much involved in the completion of the
project.
In the end from the above all discussion pertaining to the different methods of project
management and all are assistive. But the major method which is recommended to the project
manager of redevelopment of empty spaces to convert it in teaching space is to make use of
Waterfall method. The major reason for the selection of this method is that when the project
manager will have waterfall technique then they will be in a position of listing out all the stages
of project completion. The major reason underlying this fact is that project involves different
steps and if all these stages are defined and decided in advance the project will be a definite
success. Hence, it is recommended to project manager that they must make use of the Waterfall
model as this will provide a sequential view of all the stages of project of redevelopment and
refurbishment of empty space into teaching space.

CONCLUSION
In the end from the above discussion it is clear that project management is very essential
for the effective completion of the project. From the above it was evaluated that making PID is
very important as this outlines the project overview. Further the report also identified the
different risk like management, legal, strategic risk and many other risks. In addition to this the
another finding was that communication is important and for this Diffusion theory is being
implemented.

REFERENCES
Books and Journals
Ajam, M., 2018. Project management beyond waterfall and agile. CRC Press.
Govan, P. and Damnjanovic, I., 2016. The resource-based view on project risk
management. Journal of Construction Engineering and Management.142(9). p.04016034.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Karuppiah, S. D., Marthandan, G. and Shanmugam, M., 2018. An explanatory investigation on
the role of communication antecedents in project management. Journal of Theoretical and
Applied Information Technology.96(23). pp.7904-7916.
Kent, P. and Zunker, T., 2017. A stakeholder analysis of employee disclosures in annual
reports. Accounting & Finance. 57(2). pp.533-563.
Khan, A.Z., Skibniewski, M. and Cable, J.H., 2019. The Project Stakeholder Analysis Process1,
2.
Leva, M.C. and et.al., 2017. Risk registers: Structuring data collection to develop risk
intelligence. Safety science.100. pp.143-156.
Lovett, A. A. and et.al., 2018. A natural capital asset check and risk register for the Anglian
Water Combined Services Area. CSERGE and The Anglian Centre for Water Studies,
School of Environmental Sciences, University of East Anglia.
Morgan, J. D., 2018. Applying 1970 Waterfall Lessons Learned Within Today’s Agile
Development Process.
Naik, N. and Jenkins, P., 2019, October. A Web Based Method for Managing PRINCE2®
Projects Using Trello®. In 2019 International Symposium on Systems Engineering
(ISSE) (pp. 1-3). IEEE.
Ou-Yang, C. and Chen, W. L., 2017. Applying a risk assessment approach for cost analysis and
decision-making: a case study for a basic design engineering project. Journal of the
Chinese Institute of Engineers.40(5). pp.378-390.
Shavaliev, A. S. and Puryaev, A. S., 2018, September. Agile in project management system in
mechanical engineering. In IOP Conference Series: Materials Science and
Engineering (Vol. 412, No. 1, p. 012072). IOP Publishing.
Smit, M.C. and et.al., 2017. Email communication in project management: A bane or a
blessing?. South African Journal of Information Management.19(1). pp.1-10.
Suetin, S. and et.al., 2016. Results of agile project management implementation in software
engineering companies. In ITM Web of Conferences (Vol. 6, p. 03016). EDP Sciences.
Trott, C. R., 2019. Documented Kokkos Application Use-Cases WBS STPM12 Milestone 19 (No.
SAND2019-13460R). Sandia National Lab.(SNL-NM), Albuquerque, NM (United States).
Yap, J. B. H., Abdul-Rahman, H. and Chen, W., 2017. Collaborative model: Managing design
changes with reusable project experiences through project learning and effective
communication. International Journal of Project Management.35(7). pp.1253-1271.
Online
Advantages and disadvantages of agile project management. 2017. [Online]. Available through:
<https://activecollab.com/blog/project-management/agile-project-management-advantages-
disadvantages>