What Is a Project Manager? A Career Guide

Running head: PROJECT MANAGEMENT
Procuring and delivering high end desktop and other software
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Table of Contents
1. Project overview.........................................................................................................................2
2. Project scope................................................................................................................................2
2.1 In-scope..................................................................................................................................2
2.2 Out scope...............................................................................................................................3
3. Project priority.............................................................................................................................3
4. Project products or deliverables description................................................................................7
5. Work breakdown structure..........................................................................................................8
6. WBS dictionary.........................................................................................................................10
7. Schedule.....................................................................................................................................12
7.1 Network diagram.................................................................................................................12
7.2 Gantt chart...........................................................................................................................13
7.3 Discussion on schedule........................................................................................................14
7.4 Assumptions........................................................................................................................14
8. Staffing and resource allocation and project budget..................................................................15
8.1 Assigned project resources..................................................................................................15
8.2 Workload of each project resource......................................................................................16
8.3 RACI matrix........................................................................................................................16
8.4 Resources and their hourly salary........................................................................................21
8.5 Project budget......................................................................................................................22
8.6 Cash Flow............................................................................................................................26
9. Stakeholder identification and management plan......................................................................26
9.1 Identification of stakeholders and development of stakeholder management plan.............26
10. Risk evaluation........................................................................................................................28
Bibliography..................................................................................................................................36

2
PROJECT MANAGEMENT
1. Project overview
The RMIT university opened one project procurement based division that is named as
RMITProcure in order to provide procurement related activities within the RMIT university. It is
found that recently RMITProcure generally got an order from one of the business college in
order to successfully procure as well as deliver 100 high end desktops as well as some essential
software. The RMITProcure is generally going to procure a number of desktops for new
analytics lab for one of the business college before the starting of the semester on 2nd July, 2020.
In addition to this, the contractor generally needs to perform a number of tasks including
understanding the needs of the client, selecting potential suppliers, evaluating and selecting
suppliers, contract purchase administration as well as performing the work that is associated with
contract closure effectively. Moreover, the entire procurement as well as delivery must be
completed by 1st July 2020 by utilizing budget of around $250,896.
2. Project scope
The scope of the project is a part of project planning which generally involves
determination and documentation of project goals, deliverables, functions and different types of
features. The project scope is mainly divided into in-scope as well as out-scope.
2.1 In-scope
The project scope for the procurement and delivery of desktop and other essential software
within one of the business school is listed below:
 Procurement and delivery of 100 high end desktop as well as important software by 1st
July 2020.

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PROJECT MANAGEMENT
 Determining the place and time for delivery and selecting proper suppliers for the
software and hardware.
 Purchasing software and engaging within contract purchase administration
 Receiving as well as delivering supplies and proper demonstration of the client site
 Ensuring proper quality of the goods and proper supply of the items by RMITProcure.
2.2 Out scope
 Changes within the project that are not mentioned in the initial stages of the project will
not be undertaken within this project.
 The details of the suppliers as well as the procurement team is not shared within this
particular project.
3. Project priority
The project priority matrix is defined as one of the structured approaches for working on
what matters the most for the stakeholders of the project. A prioritization matrix is one of the
tool that is very much helpful in giving a proper way in order to sort a number of diverse set of
items into proper order of significance. It further helps in determining relative significance by
properly giving appropriate means in order to successfully ranking the projects depending on the
criteria which are identified to be significant (Almeida, Correia and Saldanha-da-Gama 2016).
The entire success of procuring and delivering 100 desktops as well as other essential software is
generally determined by properly meeting the expectations of the customers as well as upper
management in context to cost, time as well as performance of the project. One proper technique
that is helpful in managing the different expectations as well as trade off is the project priority
matrix for three different project aspects including cost, time as well as project scope.

4
PROJECT MANAGEMENT
Time Cost Performance Description
Constrain RMITProcure
is mainly
committed to
procure as well
as deliver 100
desktops as
well as other
essential
software to the
business
college before
the
commencement
of semester on
2nd July 2020
and therefore
time is
considered as
constraint.
Enhance It is found that
the costs of the

5
PROJECT MANAGEMENT
desktops as
well as the
software that
are needed in
the business
college can
vary and
therefore the
total cost of the
project
generally gets
exceeded. As
the delivery as
well as
procurement of
the software are
needed on time
and therefore
the increase in
the project cost
will generally
be accepted by
the project

6
PROJECT MANAGEMENT
managers.
Accept As
RMITProcure
has proper
reputation in
successfully
procuring as
well as
delivering
products,
therefore it is
quite necessary
to keep its
leasing market
related position
for providing
proper quality-
based products.
As the Business
college has
high
expectation
from

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PROJECT MANAGEMENT
RMITProcure
therefore the
performance of
the project
generally needs
to be enhanced
effectively.
4. Project products or deliverables description
It is found that proper outline as well as description of the hardware and software which
are needed to be procured and delivered by RMITProcure are generally illustrated below:
Hardware (Desktop) Processor: Intel Core i7 8700
Speed of the processor:3.2 GHz
RAM: 16GB
Storage capacity:256 GB
Graphics card: Nvidia GeForce GTX 1050
Operating system: Windows 10 pro
Software (MS office)  Scalable vector graphics for word, excel
as well as power point
 Microsoft translator within Word, excel as
well as power point
 New navigation feature which is known as
Zoom within the PowerPoint
 Exciting new type of functions within

8
PROJECT MANAGEMENT
excel
 More powerful as well as important
inking functionality within the office 2019
5. Work breakdown structure
The WBS that is provided below helps in indicating the deliverables, work packages,
activities, WBS code as well as the individuals who are responsible.
WBS Task Name Resource Names
0
Procuring and delivering high end desktop and
essential software
1 Initiation phase
1.1 Development of business case Project manager
1.2 Undertaking feasibility study Financial manager
1.3 Establishing project charter
Project manager, Project
planner
1.4 Appointing team members HR manager
1.5 Milestone 1: Completion of initiation phase
2 Planning phase
2.1 Identifying the requirements of the client Project planner
2.2 Determining the place and time for delivery Supervisor, Contractor
2.3
Selecting the suppliers for the hardware and
software
Contractor
2.4 Evaluating and selecting suppliers Supervisor

9
PROJECT MANAGEMENT
2.5 Hiring team members HR manager
2.6 Milestone 2: Completion of planning phase
3 Execution phase
3.1 Purchasing of the hardware and software Contractor, IT manager
3.2 Contract purchase administration Contractor
3.3 Receiving and delivering supplies Delivery team
3.4 Installation of the software IT manager
3.5 Training and explaining the ITS department Trainer
3.6 Demonstration at client site IT manager
3.7 Ensuring quality of the goods Quality manager
3.8 Items supplies by RMIT Procure Delivery team
3.9 Approvals needed from the client Contractor, IT manager
3.10 Milestone 3: Completion of execution phase
4 Closure phase
4.1 Post project review Project planner
4.2 Stakeholder sign off
Project manager, Project
planner
4.3 Documentation
Project manager, Project
planner
4.4 Milestone 4: Completion of closure phase

10
PROJECT MANAGEMENT
6. WBS dictionary
The below table helps in showcasing each of the activity as well as work package that are
present within the WBS dictionary and provides proper description.
WBS Task Name Description
0
Procuring and delivering high end desktop and
essential software
In the project initiation phase,
the manager of the project
generally creates proper
business case for properly
reflecting the reason behind
the project. It is found that the
feasibility study which is
mainly undertaken for
analyzing the feasibility of the
project reflects that the
undertaken project is quite
feasible. In addition to this,
the project team members are
generally hired for
undertaking the entire project
successfully. Moreover,
charter for the project is also
developed by the project
1 Initiation phase
1.1 Development of business case
1.2 Undertaking feasibility study
1.3 Establishing project charter
1.4 Appointing team members
1.5 Milestone 1: Completion of initiation phase

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PROJECT MANAGEMENT
team.
2 Planning phase Various requirements as well
as demands of the clients are
determined by successfully
identifying the place as well
as time of delivery. Moreover,
the suppliers are evaluated as
well as selected. Furthermore,
the team members will remain
involved with this project are
also hired in this particular
phase.
2.1 Identifying the requirements of the client
2.2 Determining the place and time for delivery
2.3
Selecting the suppliers for the hardware and
software
2.4 Evaluating and selecting suppliers
2.5 Hiring team members
2.6 Milestone 2: Completion of planning phase
3 Execution phase In this phase, both the
hardware as well as software
for the business college is
purchased as per the contract
purchase administration. In
addition to this, the software
are installed successfully and
proper training is provided
within the ITS department of
the college. Moreover, proper
demonstration at the client site
3.1 Purchasing of the hardware and software
3.2 Contract purchase administration
3.3 Receiving and delivering supplies
3.4 Installation of the software
3.5 Training and explaining the ITS department
3.6 Demonstration at client site
3.7 Ensuring quality of the goods
3.8 Items supplies by RMIT Procure
3.9 Approvals needed from the client
3.10 Milestone 3: Completion of execution phase

12
PROJECT MANAGEMENT
is done for reflecting the
quality of the goods.
4 Closure phase
In closure phase, the entire
project gets reviewed
successfully and proper sign
off from the project team
members are generally
collected. Furthermore, proper
documentation is created by
the RMITProcure in order to
keep the details of the project
effectively.
4.1 Post project review
4.2 Stakeholder sign off
4.3 Documentation
4.4 Milestone 4: Completion of closure phase
7. Schedule
7.1 Network diagram
The network diagram that is given helps in properly justifying the time estimation for the
project. As the network diagram that is provided reflects how the activities are interrelated with
one another from the starting till the end then it is considered to be beneficial for properly
calculating the project duration (Kerzner, 2017).

13
PROJECT MANAGEMENT
Figure 1: Network diagram
(Source: Created by Author)
7.2 Gantt chart
Figure 2: Gantt chart
(Source: Created by Author)
7.3 Discussion on schedule
The schedule which is created for the procurement as well as delivery of the high-end
desktop as well as important software is mainly categorized into four different types phases
which includes initiation, planning, execution and closure phase. In the initial phase, the project

14
PROJECT MANAGEMENT
manager created the business case and undertakes cost benefit analysis for checking the project
feasibility. Then the project charter is developed as per which the needed team members for the
project is hired. In project planning phase, the requirements of the clients are determined and
proper place for the delivery of the hardware and software is identified (Badewi 2016).
Moreover, the suppliers are evaluated as well as selected. Furthermore, in the project execution
phase, hardware and software of the project is purchased as per the purchase contract-based
administration. Additionally, the supplies which are delivered are installed within the business
college (Kerzner 2017). Furthermore, proper demonstration is undertaken within the site and
proper training is given to the team members of ITS department. Lastly, in the closure phase, the
entire undertaken project is reviewed and then sign off from the stakeholders are done.
Moreover, proper document is created to keep all the records about the project.
7.4 Assumptions
The following assumptions which are generally made by RMITProcure in the business
college so that both the hardware and software can be procured as well as delivered on time.
 It is assumed that the procurement as well as delivery of the hardware and software must
be delivered within 1st July 2020.
 The procurement of the desktop as well as essential software must get completed within
the budget that is around $250,896.

15
PROJECT MANAGEMENT
8. Staffing and resource allocation and project budget
8.1 Assigned project resources
The table which is provided below helps in reflecting the resources who are mainly
assigned with the different project activities.
Figure 3: Assigned project resources
(Source: Created by Author)

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PROJECT MANAGEMENT
8.2 Workload of each project resource
The figure which is provided below helps in reflecting the workload on each of the
resources who are mainly involved with the procurement and delivery of hardware and software.
Project manager
Project planner
Financial manager
Supervisor
Procurement team
Contractor
Delivery team
HR manager
IT manager
Trainer
Quality manager
0 hrs
20 hrs
40 hrs
60 hrs
80 hrs
100 hrs
120 hrs
140 hrs
Actual Work Remaining Work Baseline Work
Figure 4: Workload of resources
(Source: Created by Author)
8.3 RACI matrix
The RACI matrix is one of the responsibility assignment chart that is helpful in quite
mapping out each of the project task, milestones as well as key decisions which is mainly
involved within the completion of the project and it further helps in assigning different types of
roles for which they are generally responsible (AlFaki et al. 2016). RACI is considered as one of
the acronyms that is mainly derived from four different responsibilities including responsible,
accountable, consulted as well as informed. The RACI matrix for the delivery and procurement
of hardware as well as software are generally provided in the below table.
Activities Proje Plan Finan Superv Procure Contra Deliv IT HR

17
PROJECT MANAGEMENT
ct
mana
ger
ner cial
mana
ger
isor ment
team
ctor ery
team
mana
ger
mana
ger
Devel
opment of
business
case
C, I R, A
Under
taking
feasibility
study
I C R, A
Establ
ishing
project
charter
C, I R, A
Appoi
nting
team
members
I C R, A
Identi
fying the
requireme
nts of the
I R, A C

18
PROJECT MANAGEMENT
client
Deter
mining
the place
and time
for
delivery
C I R, A
Select
ing the
suppliers
for the
hardware
and
software
I A R, C
Evalu
ating and
selecting
suppliers
I A R, C
Hirin
g team
members
I C R, A
Purch
asing of
I R A C

19
PROJECT MANAGEMENT
the
hardware
and
software
Contr
act
purchase
administr
ation
I R, A C
Recei
ving and
delivering
supplies
C I R, A
Install
ation of
the
software
C I R, A
Traini
ng and
explainin
g the ITS
departme
nt
C I R, A

20
PROJECT MANAGEMENT
Demo
nstration
at client
site
C R, A I
Ensur
ing
quality of
the goods
C I R, A
Items
supplies
by RMIT
Procure
R, A C I
Appro
vals
needed
from the
client
R, A C I
Post
project
review
I R, A C
Stake
holder
sign off
R, A C, I

21
PROJECT MANAGEMENT
8.4 Resources and their hourly salary
The table that is given below helps in showcasing different types of resources and the
standard hourly rate for each of the project stakeholders who are involved with the procurement
and delivery of the desktop as well as other important software.
Resource Name Type Initials
Max.
Units
Std. Rate Accrue At
Base
Calendar
Project manager Work P 100% $ 50.00/hr Prorated Standard
Project planner Work P 100% $ 37.00/hr Prorated Standard
Financial manager Work F 100% $ 40.00/hr Prorated Standard
Supervisor Work 100% $ 35.00/hr Prorated Standard
Procurement team Work P 100% $ 40.00/hr Prorated Standard
Contractor Work C 100% $ 40.00/hr Prorated Standard
Delivery team Work D 100% $ 35.00/hr Prorated Standard
HR manager Work H 100% $ 40.00/hr Prorated Standard
IT manager Work I 100% $ 40.00/hr Prorated Standard
Trainer Work T 100% $ 40.00/hr Prorated Standard
Quality manager Work Q 100% $ 35.00/hr Prorated Standard
Hardware cost Material H $ 150,000.00 Prorated
Software cost Material S $ 60,000.00 Prorated
Additional cost Material A $ 15,000.00 Prorated

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PROJECT MANAGEMENT
8.5 Project budget
The budget table that is provided below showcase that the procurement as well as
delivery of high-end desktop as well as essential software within the business college will be
completed within the budget $250,896.
WBS Task Name Duration Resource Names Cost
0
Procuring and delivering
high end desktop and
essential software
69 days $ 250,896.00
1 Initiation phase 10 days $ 4,112.00
1.1
Development of
business case
2 days Project manager $ 800.00
1.2
Undertaking feasibility
study
3 days Financial manager $ 960.00
1.3
Establishing project
charter
2 days
Project manager, Project
planner
$ 1,392.00
1.4
Appointing team
members
3 days HR manager $ 960.00
1.5
Milestone 1:
Completion of initiation
phase
0 days $ 0.00
2 Planning phase 15 days $ 5,168.00
2.1 Identifying the 3 days Project planner $ 888.00

23
PROJECT MANAGEMENT
requirements of the client
2.2
Determining the place
and time for delivery
2 days Supervisor, Contractor $ 1,200.00
2.3
Selecting the suppliers
for the hardware and
software
3 days Contractor $ 960.00
2.4
Evaluating and
selecting suppliers
3 days Supervisor $ 840.00
2.5 Hiring team members 4 days HR manager $ 1,280.00
2.6
Milestone 2:
Completion of planning
phase
0 days $ 0.00
3 Execution phase 38 days $ 238,640.00
3.1
Purchasing of the
hardware and software
5 days
Contractor, IT manager,
Hardware cost [1],
Software cost[1]
$ 213,200.00
3.2
Contract purchase
administration
4 days Contractor $ 1,280.00
3.3
Receiving and
delivering supplies
4 days Delivery team $ 1,120.00
3.4
Installation of the
software
5 days IT manager $ 1,600.00
3.5 Training and 7 days Trainer $ 2,240.00

24
PROJECT MANAGEMENT
explaining the ITS
department
3.6
Demonstration at client
site
5 days IT manager $ 1,600.00
3.7
Ensuring quality of the
goods
4 days
Quality manager,
Additional cost [1]
$ 16,120.00
3.8
Items supplies by
RMITProcure
3 days Delivery team $ 840.00
3.9
Approvals needed from
the client
1 day Contractor, IT manager $ 640.00
3.10
Milestone 3:
Completion of execution
phase
0 days $ 0.00
4 Closure phase 6 days $ 2,976.00
4.1 Post project review 3 days Project planner $ 888.00
4.2 Stakeholder sign off 1 day
Project manager, Project
planner
$ 696.00
4.3 Documentation 2 days
Project manager, Project
planner
$ 1,392.00
4.4
Milestone 4:
Completion of closure
phase
0 days $ 0.00

25
PROJECT MANAGEMENT

26
PROJECT MANAGEMENT
8.6 Cash Flow
A cashflow statement is considered as one of the important financial statements for the
procurement and delivery of hardware as well as software during the project progress.
March 2020 April 2020 May 2020 June 2020 July 2020
$ 0.00
$ 50,000.00
$ 100,000.00
$ 150,000.00
$ 200,000.00
$ 250,000.00
$ 300,000.00
Cash Flow
Cumulative Cost
Figure 5: Cashflow
(Source: Created by Author)
9. Stakeholder identification as well as stakeholder management plan
9.1 Stakeholder identification and development of stakeholder management plan
The stakeholders who are mainly involved in the procurement and delivery of hardware
as well as project software are listed below:
 Project manager
 Project planner
 Financial manager
 Supervisor

27
PROJECT MANAGEMENT
 Procurement team
 Contractor
 Delivery team
 HR manager
 Trainer
 Quality manager
Stakeholders Power Interest
Project manager High High
Project planner High High
Financial manager Low High
Supervisor High Low
Procurement team Low High
Contractor High High
Delivery team Low Low
HR manager Low High
Trainer Low High
Quality manager Low High

28
PROJECT MANAGEMENT
Figure 6: Priority/interest matrix
(Source: Created by Author)
10. Risk evaluation
The table that is provided below showcases on the risk, its impact, probability as well as
way in which it can get mitigated. In addition to this, risk matrix is provided for assessing the
risk as per its impact and probability.
Risk
Id
Risk Description Impact Probability Responsible Mitigation
1 Budget
shortfall
If the budget
that is required
for the
procurement
and delivery of
both hardware
as well as
Major Almost
certain
Financial
manager
The budget
which will be
needed during
the
procurement
and delivery of
the project

29
PROJECT MANAGEMENT
software is not
properly
estimated then
the project will
face a number
of financial
challenges
which can
block the
project
progress.
must be
estimated
properly by
undertaking
the market
condition so
that the
problem of
budget
shortfall does
not occur
during the
project
progress.
2 Schedule
slippage
The project
manager who
is hired for
managing the
project are
unable to keep
track during
the
procurement
Extreme Likely Project
planner
The project
manager must
be able to keep
track on the
entire progress
of the entire
project such
that the entire
project gets

30
PROJECT MANAGEMENT
as well as
delivery of
both hardware
as well as
software
within the
business
college by
RMITProcure
then the
problem of
schedule
slippage
generally
occurs within
the project.
executed with
the scheduled
time that is
mainly created
in the initial
phase of the
project.
3 Improper
quality of
hardware
If the quality
of the
hardware that
is delivered
are of
important
quality then
Major Likely Quality
analyst
As the
business
college have
high
expectation on
RMITProcure
in context to

31
PROJECT MANAGEMENT
the college
student will
face issue
while working
on the
delivered
desktop.
quality
therefore
RMITProcure
must select
desktop by
testing so that
the students of
analytic lab
does not face
any type of
challenges or
issues during
working on
those
desktops.
4 Lack of
experience
As the
workers who
are assigned
for the
procurement
as well as
delivery of
hardware as
Moderate Possible HR
manager
Hiring
experienced
and
knowledgeable
team members
for the
procurement
and delivery

32
PROJECT MANAGEMENT
well as
software are
not much
experienced as
well as
knowledgeable
therefore, they
face a lot of
challenges and
issues while
working on
the entire
project.
will be much
more
beneficial as
with the help
of their
experience,
they can be
able to handle
the work quite
effectively and
can be able to
complete the
entire work
within time.
Additionally,
training
facility will
also be helpful
and the team
members with
the help of
training
facility can be

33
PROJECT MANAGEMENT
able to handle
the work of
the project
properly.
5 Scope
creep
The problem
of scope creep
occurs when
the team
members are
unable to
follow the
scope and
some changes
are generally
done within
the project
during its
project which
further can
create
obstruction
during the
project
Moderate Likely Project
planner
The problem
of scope creep
must be
effectively
reduced by
following the
scope of the
project from
the initial
phase so that
the entire
project
generally gets
accomplished
within the time
and budget
which is
estimated.

34
PROJECT MANAGEMENT
progress.
6. Poor
vendor
selection
If proper
vendors are
not selected by
RMITProcure,
then they can
create issue
during the
supply of
hardware and
software
which further
can cause
delay in the
project.
Furthermore,
delay in the
project can
generally
cause
obstruction
during the
progress of the
Minor Likely HR
manager
It is necessary
to select the
correct vendor
for supplying
both the
hardware and
software so
that it can be
effectively
supplied and
the entire
project does
not face any
type of issues
and
challenges.

35
PROJECT MANAGEMENT
project.
Probability Impact
Insignificant Minor Moderate Major Extreme
Almost
certain
Budget
shortfall
Likely Poor vendor
selection
Scope creep Improper
quality of
hardware
Schedule
slippage
Possible Lack of
experience
Unlikely
Rare

36
PROJECT MANAGEMENT
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