Project Management Coursework - Desklib

This coursework on Smart City OS project covers project management skills, stakeholder identification, and cost management. It also discusses the project management triangle and bottom-up estimation techniques.

PROJECT
MANAGEMENT
COURSEWORK

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Task 1- The project manager.......................................................................................................3
Task 2- Trouble resolution and decision-making........................................................................5
Task 3- The Task Trilateral..........................................................................................................7
Task 4- Managing Finances.........................................................................................................9
Task 5: Risk management within the project.............................................................................10
Task 6: Conflicts and negotiation..............................................................................................15
Task 7.........................................................................................................................................17
Assessment self evaluation........................................................................................................19
CONCLUSION..............................................................................................................................19
REFERENCES................................................................................................................................1

INTRODUCTION
Project management is the procedure of handling a team that are working on certain
specific tasks in order to achieve all project goals within the given time frame. This is a kind of
unique information that is usually described within the project documentation that is generated at
the very beginning of the development procedure of the project. It has been analysed that each
and individual project are unique and different in their terms and operations which illustrates the
ongoing activities of the firm because each project reaches towards a conclusion once the goals
and objectives of the establishment achieved. Generally all project management has certain life
cycle which consists of five stages such as induction, preparation, executing, observation and
closing of the project (Meredith, Shafer and Mantel, 2017). All these activities combine all the
actions into collaborative manner in order to turn the project idea into a working final product.
This report is about the case study of the smart city operating system in which the journey of the
Hull has been described that has been followed in order to become a programmable city. The
study will highlight certain tasks related to the case study in which as a project consultant, the
development of project report for Smart City OS project will be made by leveraging certain
techniques and concepts.
MAIN BODY
Task 1- The project manager
Project administration is not an easy chore and can never be learned within one or two days of
working within any project. It requires a lot of skills in order to finish the tasks in most
appropriate manner. In order to finish the tasks appropriately, managers are taking help of project
management tools that enables them to achieve specific goals within pre-defined timeline for a
determined budget. The tools are highly effective enough to maximize their skills, execute their
work into functioning and thus manage the teams in effective manner. Just like that the project
manager of the Smart City OS project also definite quantity certain set of skills in order to
complete the task within stipulated time frame (Mohammed and Kasim, 2019). Below are the
explanations of skills through which the managers are able to fulfil their tasks:
 Leadership: As a project director, one must accountable for seeing the task through
flourishing culmination of the tasks along with leading a group of people generally
termed as team in order to achieve desired goals. This requires high amount of motivation

and mediation from the side of manager for the team members not always but as and
when required. Project leadership are of different styles and these are completely
dependent upon the personality of the leader. It is not actually management of people
within any firm but it more of like managing people in optimistic manner to fulfil the
assignment within proper limited time duration.
 Communication: Communication also plays a vital role in project management and goes
with hand in hand with the leadership style. One can never be an effective leader if they
are not able to express the ideas in front of their team members about the necessary tasks
(Mainga, 2017). The managers have to do clear communications with everyone that are
associated with the project whether they are contractors or vendors, stakeholders and
customers. The communication also acts as a tool that help connect people one-to-one
and in group settings for instance meetings as well as presentations.
 Risk management: Planning any project contains some amount of risk and it is the
primary part of the job of manager to see issues in advance before they become big
problems. Thus, before execution of the project, the work has been put out in the work to
recognize, measure and controls risk. The more the risks are managed, the more likely the
project is going to succeed.
 Cost management: The managers have to efficient enough to manage the budget in
appropriate manner because without money nobody is able to manage the project. It takes
a high amount of skill to figure out the ways through which the whole budget gets
squeezed out in a way that the project will finish with limited amount of funds and in
most suitable manner.
Project management does not always mean working more or hard but it means working smarter.
It can mean delivering projects within deadlines (Hysa and Spalek, 2019). All these actions are
also have been considered in the similar kind of smart city project of Smarter London Together
in which possible actions that have been taken by managers in order to develop those necessary
skills such as:
 Focusing on communication part
 Finding of correct project management tool
 Establishment of organizational objectives and goals

 Setting oneself for success with small wins
 Understand the concept of minimum amount of work that are required to get a product or
service sell-able and out the door.
 Getting things in written format on paper
 Examination of current productivity
 Choose right people for right job positions
 Having clear and accessible schedules
 Setting of realistic expectations
 Address problems in early manner
 Organize resources at one place
Task 2- Trouble resolution and decision-making
Determination of significant stakeholders of a smart city OS project is highly beneficial and
crucial step in order to complete the tasks in most appropriate manner. The stakeholders are the
ones who contribute and influence over the project. Stakeholders’ investigation helps to play
administration in handling with stakeholder economic process and enhanced the contribution
from the stakeholders (Nicholas and Steyn, 2020). They are the ones who help in achieving the
goals of implementation of smart cities. Thus, it originates the concern on the designation of
stakeholders of this smart city project to accomplish goal of attainment. The stakeholders
according to the case study of this Smart city OS project are:
 Localized and territorial administrators: It is extremely significant to have local and
regional administrations to be passively participating in beginner, advance and
encouraging smart city projects because this project requires improving and innovative
public services. Administrations are able to impart for smart city project with negotiating
with the resources.
 Fiscal provider or capitalist: Smart cities are very much high-ticket to utilize and also to
direct. Therefore, it has been identified that they are highly dependent upon the financial
suppliers or large amount of money investors to fulfil the project requirements in
effectual manner. Obtaining funds are the key for the improvement of smart city projects
and the capitalist majorly consider the return on investment of the project.

 Energy suppliers: Sustainability is the major concern for any of the smart city project
and thus sustainable energy supply is mandatory for the business activity of the smart
city. In such projects, sustainable force policies play a vital role in smart city such as
Hull.
 Information and communication technology sphere representatives: In the
installation and functional stage of astute cities, technological factors are considered as
important requirements for the smart cities (Bredillet, Tywoniak and Tootoonchy, 2018).
ICT sectors are extremely able to contribute their part for the improvement of the sharp
city and fulfil the goals at stipulated time duration.
 Citizens: Citizens are identified as the most important kind of stakeholders because they
are the ones through whom the managers collect the positive as well as negative
feedbacks while initiating for smart city. It plays a key role in urban planning as at
initiating stage; the creativity of citizens and their cognition level are important
stakeholders in smart city initiation.
 Government: Smart city offers various solutions for the challenges that have been faced
by the government due to rapid urbanization. Government is the sole in charge for
knowledge creation and capitalization which is required for initiation of the concept
related to smart city operating system.
 Non profit organizations: Social organizations are extremely interested in the results
which arise due to the implementation of smart city project.
 Policy makers: policy making is the key procedure that leads better transparent and
answer-ability in smart city project. Policy makers are responsible for preparing policies
that leads a city to be smart.
 Governmental establishment: the conflict of semi political establishments in
transferability is key because sharing their experiences can be an asset for present and
future smart city projects.
 Media: Media influences the smart city project through covering the problems and the
vantage of smart city. It influences in both ways i.e. positive and negative.
After the identification of correct stakeholders, this is also necessary to engage them into the
project requirements such as:

 Identification of stakeholders in early manner enables the project managers to effectively
create a stakeholders register.
 Get all the stakeholders involved with each other in order to avoid any conflicts and
misunderstandings.
 Seek to understand them before being understood by them by hearing their perspective
primarily.
 Lead with full integrity and trust
 Work in collaborative manner with the teams.
 Manage expectations if each stakeholder in complete manner and remove any kind of
false expectations (Ogunde and et.al., 2017).
 Communicate appropriately with each of them to avoid confusions.
Task 3- The Task Trilateral
The project management triangle is utilized my managers of the Smart City OS project in order
to evaluate and realize the difficulty that may arises due to instrumentality and corporal
punishment the project. All projects whether they are small or big will have certain restrictions or
limitations. The three major mutualist restraint for each and every project i.e. time period,
expenditure and reach which has been explained below in detail:
Project management triangle
 Time: The activities that are involved in completion of project take some amount of time
whether it is shorter or longer. Completion of assignment are dependent upon the huge

figure of component such as the number of citizenry involved in working of the project,
experience level of employees, skills and talents they have within them, etc. This is most
crucial and important factor as it can never be controlled by anybody. On a contrary note,
it has been identified that failure to meet the deadlines into any project can able to create
negative impacts and become a major reason for project failure. Sometimes it is due to
lack of resources as well that employees are unable to fulfil the task within determined
time duration (Gordon and Pollack, 2018).
 Cost: It is imperative for the project managers as well as the firm to have an estimated
cost when initiating any project. Preparation of effective budget will ensure that project
is developed or implemented below a certain level of cost. Sometimes it has been
identified that project managers have to allocate additional resources in order to meet the
deadlines with even giving certain penalties through the medium of paying extra amount
of money or cost for the task.
 Scope: Scope lookout the final result of the project that has been undertaken by the
managers. This includes a large list of deliverables which needs to be fulfilled by the
project team of Smart City OS. A successful and highly skilled project manager will
fully able to manage the scope of the project along with any kind of changes which
impacts time and cost both.
Quality is also an element which although does not a part of the project management triangle but
it is the ultimate goal of each and every delivery. Project managers are easily identified that high
quality comes with high cost. By utilising low quality of resources in order to finish the project
within stipulated deadlines, the success of the project will never gets ensured. The project
managers required to create a balance among the three constraints so that the quality of the
project will never gets compromised (Zhitlukhina and et.al., 2018). Possible changes that need to
be done by managers for the project are:
 Splitting the tasks amongst team members.
 Needs to renovate objectives and work in order to meet company goals.
 Keep stakeholders informed about the necessary changes that have been adopted
according to the success of the project.
 They have to carefully monitor risks of the project and work accordingly.

Task 4- Managing Finances
In order to manage the finance of the Smart City OS project, certain resources are required such
as:
Touchable communicator and abilities
Fiscal - Knowledge to create interior money.
- Quality to rise outside assets.
Sensual - Placement of business office along
with their magnetic locations
- Entree to natural substantial and
arrangement transmission
Scientific - Ownership of apparent, hallmark,
legal right and trade concealed.
Structural - Ceremonial preparation, bidding and
control scheme
- Incorporate directional message
scheme.
Impalpable root-age and capacity
Manlike - Social control endowment
- Structure civilization
Invention - Investigation and improvement ability
to introduce new products, procedure
and services
- Susceptibility for organizational
invention and alteration
Reputational - Percept of merchandize quality,
enduringness and reliableness among
customers
- Booming merchandize stigmatization
and aligning

In order to comprehend the effective cost benefit techniques, it has been identified that in
order to complete the Smart City OS project, out of all the techniques, the managers utilizes
bottom up estimation techniques as it starts costs calculation procedure with the identification
and evaluation of separate project mechanisms. The expenditures for each and every individual
project task or a series of tasks or assignments that are added in order to arrive at the total project
cost. This technique is highly effective and extremely accurate as it thoroughly breaks down the
overall structure that is applied in order to complete the assignment or tasks. The team members
are having complete knowledge of their work package and it is highly (accurate) than top down
technique. Estimation of errors balances the complete components that are related to the project.
This technique can be utilized in the simultaneity with other skillfulness as the activity duration
could be acquire through invariable or homologous figuring (Alothaimeen and Arditi, 2019).
However, it has also been identified that the complete break-down of structure requires high
amount of time duration and requires much more efforts especially at the situation if the project
is under consideration which is a complex one. Thus, it has been summarized that bottom up
estimating can be very accurate method in order to determine the exact estimate of the project. It
requires certain amount of resources and an established work breakdown structure. Apart from
estimating time, cost and resources, this technique is also used to assess change request for
instance in order to achieve cost benefit analysis of such changes. The similar kind of project i.e.
Smart Energy Master project also utilizes similar bottom up technique and extremely successful
in their functioning is the greatest example for the managers who are doing the Smart City OS
project in Hull.
Task 5: Risk management within the project
Risk Management Register
No. Risk
Event
Cause Effect Prob
abilit
y
Strate
gy
Action Respon
sible
Person
Pre
Action
Pre
Actio
n
Score
Post
Action
Post
Action
Score
1 External
Environme
Changes
in
Project
failure
2 Accept The
appropriate
Project
manage
Regular
evaluati
5 Develop
those
3

ntal risk governm
ent rules
and
regulatio
ns
actions that
can be
adopted
must
ensure that
the effect
of volatile
movement
in rules and
regulations
by
governmen
ts is tried to
minimized
so that the
losses that
are
incurred
can also be
minimized.
r on of
the
current
regulati
ons
governe
d by the
govern
ment.
kinds of
strategies
that can
minimize
the losses
incurred
2 Executive
support
risk
The
project
manager
can fall
ill,
become
incompet
ent
Project
delay
3 Reduc
e or
control
The project
leader
should be
selected
after
soundly
investigate
his
endowment
and
capabilities
so that
later, the
competenc
y of the
leader
cannot be
Core
team
member
s
Develo
p
certain
knowle
dge
based
tests
that can
be
utilized
to select
a
compet
ent
person.
4 Either
select
new
candidate
as soon as
possible
or train
the new
person.
2

questioned
(Naidoo,
2018).
3 Defined
range
The
horizon
of the
impresse
d
political
party
was not
formulat
ed
decently
Project
delay
1 Avoid The scope
of the task
or plans
need to be
developed
after
careful
scrutiny of
all the
affected
parties and
the
stakeholder
s so that
the scope is
well
developed
and the
team leader
is well
cognizant.
Project
manage
r
Conduc
t
exhausti
ve
research
before
finalizin
g the
scope.
3 Developm
ent of
new
scope by
taking
better
perceptio
n.
4
4 Inappropri
ate budget
manageme
nt
Expendit
ure in
more
than
estimate
d cost
Increase
project
cost
5 Mitigat
e
The
expenditur
e must be
done
according
the budget
in order to
mitigate
extra
expenses.
Project
manage
r\
Finance
manage
r or
team
Inflatio
n rate
and the
expecte
d price
rise
must be
evaluate
d
criticall
y before
getting
2 Get a new
budget
sanctione
d by
relevant
person
3

the
budget
approve
d.
5 Communic
ation
barrier
Team
members
are
unable to
perform
their
tasks
with
expected
efficienc
y and
performa
nce is
lower.
Project
failure
or
might
gets
delay
4 Reduc
e or
control
The risk is
inevitable
when
various
people,
ideas are
bound to
clash with
each other.
This must
be
managed
by the
project
manager in
developme
nt of
efficient
communica
tion
channels.
Project
manage
r
The
roles
should
be
clearly
defined
3 Getting
team to
communi
cate better
5
6 Shortfall of
resources
The
resource
allocatio
n was
not done
properly.
Increase
in
project
cost
5 Transf
er
Lack of
adequate
supply of
resources
in timely
manner can
be resolved
by ensuring
the
suppliers
and
Project
manage
r\
external
parties
Estimat
e the
require
ments
correctl
y
1 Prepare
detailed
backup
plans
4

vendors
which may
cause
unnecessar
y delay
(Górecki,
2018).
7 Natural
calamities
Earthqua
ke,
landslide
, heavy
rains,
etc.
Project
delay
Acce
pt
1 These
kinds of
risks can
only be
accepted
but weather
forecast
can be used
in order to
speed up or
take
precautions
and safety
measures
accordingl
y
No one Evaluat
e
weather
forecast
3 Try to
bridge up
the losses
2
8 Stakeholde
r
disengage
ment
The
sponsor
is no
longer in
the
project
Project
delay or
increase
in cost
2 Mitigat
e
The
sponsor
must be
regularly
informed in
accordance
with the
plans that
was set up
in the
beginning
so that they
can rely on
Marketi
ng team
and
Project
manage
r
Report
regularl
y
5 Try to
engage
the
sponsors
or
influence
new
sponsors
4

the project
(Hillsqn,
2017).
9 Legal
trouble
Non
complian
ce of
rules and
regulatio
ns
Project
delay
3 Avoid The legal
trouble can
be
completely
avoided by
studying
the laws
and
regulations
that are
affected.
The
project
manage
r
Conduc
t
detailed
legal
study
1 Identificat
ion of
loop holes
in terms
of legal
perspectiv
e
5
10 Commerci
al risks
The
entire
project
may fail
Project
failure
3 Accept The
commercia
l risks are
associated
to the
changes
that project
might fail.
The
project
manage
r
Hold
regular
meeting
s
3 Strong
back up
plan with
alternate
strategy
4
Task 6: Conflicts and negotiation
At the time of conducting any project, it is a well-known concept that the conflicts may
arises within the firm while doing the project. There are numerous reasons due to which the
conflicts raise in project management and hugely impacts towards the success of the completed
project (Panahi and et.al., 2017). Some conflicts have been explained in detailed manner such as:
 Conflicts related to budget as well as costs incurred: Project reimbursement and
monetary fund are the major base of any task as without proper financial support and
program allotment for each specific tasks, project might liable to fail. However, cost-
cutting are common while conducting any project. Apart from this, excessive funding
also creates various problems while doing project in appropriate manner as it arises
conflicts among individuals. The key aspect in order to minimize certain conflicts while

doing their job which are related to the project budget as well as costs is to make sure
about the project cost management primal to even launching the project. It is highly
important to control costs during the execution stage.
 Personality crash and ego issues: These two aspects are the internal part of each and
every human being. In order to complete any project, there are various people involved
those are performing their own individual tasks which consists of varied and unique
specifications (Firmenich, 2017). Basically, to complete the whole project appropriately,
effective people are required who can manage the people in team as well as getting things
done in collaborative manner. The key factor in order to handle this is to develop sound
emotional intelligence. The project team associate are the stakeholders that seek for
preparation in affectionate ability to manage their feeling to have flushed admirable
attribute.
 Varied ways of working as well as different view points: Each people that are involved
within the project have their own perception towards doing any task. They create their
own structure of working along with their own prejudice. Basically, sometimes the
differences also acts like positive for the project as they provide various alternative
solutions for any specific kind of problem. The differences are good if they are taken in
positive manner. The way to tackle such situation that arises due to differences in their
way of thinking is to build a culture though which the project team members as well as
leaders are able to communicate easily. They are able to understand their individual
perspectives with an open mind.
 Verbal misunderstandings created by miscommunication: Sometimes the situation
arises where the miscommunication occurs and does generate conflicts among various
individuals. These kinds of situations arise during meetings and even during informal
discussions and gatherings. It may also arise with the lack of clarity about the roles and
responsibilities that needs to be performed by the OS project Smart city project team
members by their project manager. This is the reason that it is highly beneficial to
describe the requirements along with responsibilities in prior and detailed manner (de
Vries, 2018). Although it is natural and unavoidable to scrap miscommunication and
misunderstandings among the team members but it may be reduced by creating an
atmosphere where any team member can ask their queries and clarify their confusions.

 Lack of trust and respect: In order to make the project management successful with all
aspects, it is necessary to have trust and respect factor among each individual of the team.
Without trust and respect, the team are unable to finish their tasks in appropriate manner.
It gives positive response when team members understands and encourage each other and
respect the opinion and suggestions of each and every member who are working within
the organization. In order to rectify these kinds of conflicts while conducting OS smart
city project, the project manager have to take certain initiates which are highly helpful in
order to generate trust and respect among individuals.
 Limited resources: Restricted amount of resources are also one of the major option
while conducting and arises the issues of conflicts among each and every individual who
are working within team. Competition among the people or various departments for
limited resources are one of the biggest reasons in order to generate conflict situations
within the OS smart city project (Bhavsar and et.al., 2019). When a particular group of
people are able to access resources while others will not then conflict generated among
employees and management. In order to deal with such kind of issues, proper allocation
of resources are highly recommended in order to avoid any kind of situation which
promotes biases.
Task 7
The manager of the project needed to build the team to complete the smart city project.
The team of professional would involve all kinds of professionals and graduates that can meet up
all different roles and responsibilities associated with the team in the best way possible. Role of
team development is very significant in order to achieve the high level of project success and
growth in context to the project management task implemented. At the initial stage manager
hired different professionals over the smart city project on the basis of the needs and
requirements of the project task entertained (Bjorvatn and Wald, 2018). The team is comprises
with professionals like architecture, engineer, electricians, contractor and many such
professionals that can take on various responsibilities attached with the smart city project
undertaken. Once the hiring is done the manager appointed and clarified all the roles and
responsibilities of each individual member of the team. The team meeting is conducted for
establishing the whole team, and also to make team members interact with each other in order to
complete all the roles and responsibilities associated with the project. Each working area contain

a team of professionals included bunch of people can take on the complete responsibility of the
project task entertained by the manager. Every team also allocated a power and authority to
support the team responsibility. This has empowers the manager to support the team operations
by appointing various professionals at different designated role in the team. Catering role and
responsibilities is very significant aspect of the team development.
ON the basis of the need and requirements associated with every single designated role
the whole team is formulated by the manager. Smart city is a huge project which require
experience of the professional work on the project along with supporting the project with suitable
resources over the project. Regular team meeting is also conducted by the manager to take a
regular basis of update over the project development. This is important for the manager to take a
regular guidance about the development of the project, Every team contain each individual leader
who can suggest and guide other team members about all the possible level of developments and
update over the project undertaken by the individual team (Drury-Grogan, 2021). Role of regular
team meeting is very significant as it allows the manager and leader to deal with all different
issues and challenges face by the individual team member while performing the assigned role
and responsibility over the project task activity entertained. The overall goal of the smart city
project is segregated into the long term goal and short term goal related to the project. The
strategies and direction of the project is set on the basis of the goals set by the manager of the
smart city project. In process to formulate the whole team manger also driven the skill
development session and also conducted the hurdles over a regular basis. Team formation is
among the core challenge associated with the big project or time-consuming project like smart
city.
Project performance of the team is improved with support of the regular basis of the team
meetings. Communication channels arte also establishes by the manager in order to coordinate
with the team members about all different roles and responsibility segregated to the team
members. Meetings allow the manager to discuss the progress of the project and the
responsibilities assigned to every single professionals. The meetings over a regular basis also
support the manager to motivate the individual member of team over a regular basis to face all
different challenges associated with the project roles and responsibilities entertained by the
professionals (Cooper and Sommer, 2018). The regular monitoring over the project completion
also supported the management to take on suitable actions in order to complete the entire project

over timely basis. Solving or delivering with the different issues associated with the project is
very essential to achieve the success in the project along with enhancing the productivity of the
project activities perform by the professionals.
Assessment self evaluation
This assessment could support me to gain quality experience against the project
entertained. The overall experience of the project is very efficient enough for me to grab the
knowledge and understanding about the project. This project could direct me to gain a proper
knowledge and understanding about the different aspects related to the project management task
entertain. While performing the project I got to know about all different stages related to the
project management task entertained. Along with garbing a proper knowledge and conceptual
understanding about the project management operations this entire completion of the task also
supported me to develop all different skills and capabilities being a professional to operate the all
different project responsibility. Various hard and soft skills also get t developed in against to
deliver the respective project. This is important part of the project management task that I could
grab a clear understanding and knowledge about how the projects are managed and operate.
Also, I get to learn about how to address different issues entertain while implementing any
particular project. This project could support me to improve my skills along with supported my
knowledge about the ways and approaches use to implement the whole project. This is important
part of the learning that it support the learner to understand the topic and make critical thinking
regarding completing a respective project task. Over experience of this project is very productive
and supported me to improve my level of understanding and belief about the project management
operations.
CONCLUSION
From the above report it has been concluded that in order to complete project
management there are various aspects that needs to be considered. The project manager of OS
Smart City project have to fulfil all the tasks in collaborative manner. The report was discussed
all the tasks in detailed way in which various problems while doing decision-making are highly
important. The study also explained the project triangle which illustrates various parameters that
are required in order to manage the Smart city project. The management of finances also had
been described within the report along with identification of potential risks that are involved
within the project management. Apart from this, there are various issues such as conflicts that

also may arises which is at the highest priority as it is a well-known issue among the area
whether lot of people are involved. Further more the report also discussed various negotiable
strategies that helps the firm to resolve such issues as well as the success of the project with the
help of team collaborative work also had been illustrated. There are major challenges that has
been faced by the project manager working in diverse teams also had been examined within the
study. Moreover, the report also provide self assessment of each task in order to guide them in
proper manner.

REFERENCES
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Threshold-Optimality.
Bhavsar, R., and et.al., 2019. Resolving conflicts in requirement engineering through agile
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