Project Management - Open book Exam

This project is based on educational attaché. The work is to providing emerging technology to the deprived section of the world. This facilitates the process of modern education and the students are able to learn effectively. The content includes questions related to Organisational Breakdown Structure, time, cost and quality risks, network diagram, earned value analysis and more.

Project Management -
Open book Exam

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Question 1........................................................................................................................................3
a) Design a suitable Organisational Breakdown Structure (OBS) to represent the project
organisational structure showing all communication, authority and contractual linkages.....3
b) Summarise five main time, cost and quality risks that are likely to apply.........................5
Question 2........................................................................................................................................7
Question 3........................................................................................................................................9
(a) performance of each team and the work package as a whole over the time period under
considering the forecast of the likely end performance of each team....................................9
(b) calculation of estimate at completion...............................................................................9
Team 2 at week 5...........................................................................................................................10
(c) Output from an earned value analysis can be used to generate a project variance analysis
report (PVAR)......................................................................................................................10
Question 4......................................................................................................................................11
a) Discuss the main factors essential in formulating a quality policy..................................11
b) Consider the structure and likely main components of the process you could use for your
team building........................................................................................................................12
CONCLUSION..............................................................................................................................14
REFERENCES:.............................................................................................................................15
Books and Journals...............................................................................................................15

INTRODUCTION
Project management can be defined as planning and organising the resources to achieve a
goal. It helps to manage the resources and carry out the plan is most suitable manner
(Guertler and Sick, 2021). There is key role of project managed to carry on the work so that the
quality standards are attained. This project is based on educational attaché. The work is to
providing emerging technology to the deprived section of the world. This facilitates the process
of modern education and the students are able to learn effectively.
MAIN BODY
Question 1.
a) Design a suitable Organisational Breakdown Structure (OBS) to represent the project
organisational structure showing all communication, authority and contractual linkages
Organisational break down structure can be understood as the hierarchy that is followed in
project. In order to carry on a project, there is key role of following the hierarchy. It is necessary
that there is proper communication that takes place so that the project manager is able to
communicate effectively (Ibraimova and et.al., 2019). This helps to carry on the project in most
suitable manner. In relation to the project educational attaché that is taken on behalf of é on
behalf of the United Nations Educational, Scientific and Cultural Organization (UNESCO). The
internal project manager has to carry on most of the work. There are six project managers in the
directorate who are responsible to provide resources to villages.

Authority: The heads of the departments have authority and they take charge of overall
project team.The internal project manager has to carry on the overall work and manage the
working. It is their responsibility to manage the work. The intenal project manager has to initiate
and cordinate the resources to the villages (Kerzner, 2018). The person is directly accoubtable to
Programme manager. There is direct communication among them that helps to carry on the work
assigned to them. It is seen that all the project managers must be answerable to the Deputy Chief
Executive Officer. The person assigns the work and keep check on the quality maintained by
project executive. There is a lesilations director who handels the legal team. There is need of
checking that all the resources are used in a legal way and no illegal practice takes place.
Communication: There is need of coordinating with them and direct horizonal
communication is alolowed. This helps to manage the overall work effectively. The legislation
director plays a major role in managing the legal team and take feedback from them on egualr
basis. The management all the departments helps to carry on the project effectively. The change
control team leader is also accountable to Deputy Chief Executive officer. They handel the
change control section. There are requirement of change that can take place at the time of
carrying project and the same are being managed by the team leader (Koch and Schermuly,

2020). There is need of coordinating with them so that real success is attained and all the changes
are managed properly. It is assimed that in the project all the members have right tgo
communicate in the horizontal structure. They are accountable to one that is above them in the
hirearchy.
Contractual agreement: It is necessary to mainatin relationship so that all the work is
carried on right time. The project manager has to be in contact with programme manager and
deputy chief executive officer. This will help to carry on the work in suitable manner and the
projct becomes successful.
b) Summarise five main time, cost and quality risks that are likely to apply
It is important to take proper care of all the risk that may take place at the time of doing project.
It is necessary to analyse the risk and the options of mitigating the same. There is need of
analysing risk and finding the mitigating option.
S.N. Description
of risk
Likelihood Impact Mitigation
1 Lack of funds Moderate Low Having a
research of
funds.
2 Cost over-run Low High Approaching
new sponsors
to get funds.
3 Unforeseen
expenses take
place
Moderate Low There is need
of extra funds
in reserve.
4 Delay in
completion
High Moderate There is need
of taking
actions that
will help to
enhance the
deadline from
Deputy Chief

Executive
Officer
(DCEO)
5 Carrying the
project within
time but not
attaining
quality
Moderate High There is need
of proper and
effective
quality
management.
6 Unable to
attain the pre-
determined
quality
standards
High Moderate The managers
have to set
benchmarking
and key
performance
indicators.
7 Risks related
to supplier of
goods.
Moderate High It is necessary
to make
effective
contact with
the suppliers
so that this
problem is
eliminated.
8 Safety and
security
related risks
High Moderate There is need
of using
highly safe
tools for the
students.
9 Technological
risk
Moderate Moderate The experts
of technology
must be there.
10 Success High High Monitoring

related risk of
the event.
all the
activities that
take place.
The another risk that can take place is related to inefficient human resource management. The
lack of employees can be another problem. In the present project, the proper hierarchy is used to
manage the employees.
Question 2
(a) The network diagram has been made in below. The critical path is denoting in bold. It
runs A-B, B-G, G-E, E-H, H-K, K-L. The package duration is 17 weeks.
(b) The initial duration is 17 weeks and the duration of target is 8 weeks. The computation
for the crash sequence is shown below.
Activity
Normal
duration
(weeks)
Crash duration
(weeks)
Normal
cost ($)
Crash
cost ($)
Cost of
crashing
Crash
cost per
unit time
Crash
sequence
A-B 4 3 40000 50000 10000 10000 N/A

A-C 3 2 200000 350000
A-D 2 1 15000 30000
B-F 2 1 450000 550000
B-G 2 1 60000 80000 20000 20000 N/A
C-E 4 2 100000 150000
D-I 3 2 5000 12000
D-J 2 1 30000 37000
G-E 2 1 90000 200000 110000 110000 N/A
E-H 3 2 240000 250000 10000 10000 N/A
E-I 4 2 350000 360000
F-L 2 1 80000 90000
G-L 8 4 260000 300000
H-K 2 1 300000 400000 100000 100000 N/A
I-L 3 2 100000 200000
J-L 4 3 500000 600000
K-L 4 2 550000 590000 40000 20000 1
Total nominal cost 3370000
The cheapest sequence is A-D, D-J, J-L. This decreases the duration of packages to 8
weeks at a cost of $20000. There is no required of cash further. The project's total cost is
$3370000 + $20000 = $3357000.
(c) Difference between earliest and latest activity
Early start and Early finish time: In the schedule, the earliest point is that point where the task or
activity begins. It refers the time at which the first activity has been started of the project. It can
be in months, years, days or weeks.
It refers to the point at which the activity can finish. It consists the final activity to the projection.
On a critical path, the task can start or finish at earliest stage. If the task of any project has been
started at early stage then that would be finished earlier if the cost does not slip.
Factors that determine the degree of spare time or ‘float’ contained within activities.
Early start and Early finish time:In the schedule, the earliest point is that point where the task or
activity begins. It refers the time at which the first activity has been started of the project. It can
be in months, years, days or weeks.
It refers to the point at which the activity can finish. It consists the final activity to the
projection. On a critical path, the task can start or finish at earliest stage. If the task of any project
has been started at early stage, then that would be finished earlier if the cost does not slip. If the

last task has been done on its early finish on the critical path, then the organisation have all the
resources or factors. The dates of starting can be allotted Starting dates can be assigned to each
activity by doing a forward pass proceeding from left to right in the network diagram beginning
with the project start date. The dates derived by this method are the early start (ES) dates. The
early start date for an activity is the earliest date the activity can begin. The estimate considers
durations and resource availability calendars. To calculate early start dates, begin with the
project start date and assign that date as the start date of activities that have no predecessor
activities. Follow these steps to calculate the early start dates of subsequent activities, assuming
finish-start relationships:
 Add the predecessor activity’s duration to its start date.
 Add the lag time or subtract the lead time.
 Refer to the resource calendar (or calendars) that applies to the people and equipment
necessary for the activity, and add the number of off-days that the activity would span on
those calendars.
 Assign the calculated date as the early start date of the successor activity.
Float
Float, sometimes called slack, is the amount of time an activity, network path, or project can be
delayed from the early start without changing the completion date of the project.
Total Float
Total float is the difference between the finish date of the last activity on the critical path and the
project completion date. Any delay in an activity on the critical path would reduce the amount of
total float available on the project. A project can also have negative float, which means the
calculated completion date of the last activity is later than the targeted completion date
established at the beginning of the project.
Free Float
If activities that are not on the critical path have a difference between their early start date and
their late start date, those activities can be delayed without affecting the project completion date.
The float on those activities is called free float.

Question 3
(a) performance of each team and the work package as a whole over the time period under
considering the forecast of the likely end performance of each team.
There are 4 teams such as team 1, 2, 3 and 4. Their performance based on the cost that
have incurred on the base of the weeks. The cost of the team 1 has been increased so the profit
margin would be low due to the installed the number of components. In the first week the cost
was less than their performance would be higher. So week by week their actual cost has been
incurred and margin would be less. In the four team, the performance of team 3 would be best
they incurred less cost so profit will be high. The performance of team 2 and 4 would not be so
good due to their higher incurred cost.
(b) calculation of estimate at completion
Team 1 at week 3
EAC = (ACWP/BCWP) * BAC
= (600000/200*3000) * 200000
= (600000/600000)*200000
=200000
Team 2 at week 5
= (1080000/1080000)*200000
=200000
Whole team till week 2
= (2500000/2500000)*200000
= 200000
Whole team till the week 4
=(7650000/1082000)*200000
=1414050
(c) Output from an earned value analysis can be used to generate a project variance analysis
report (PVAR).
The Earned Value Method is also known as Earned Value Analysis (EVA).

This method allows the project manager to measure the amount of work actually
performed on a project. Because of the EVA it is possible to measure the project according to the
progress achieved. Using the measured progress, the project manager is therefore able to predict
the total cost of a project and its completion date. Often the term “earned value” refers to the
budgeted Cost of Worked Performed or BCWP. This value allows the project manager to
calculate the efficiency indices of the project. Moreover, it provides information on how the
project is progressing in relation to its original planning.
These indices, if applied to future activities, allow to predict how the development of the project
in the future will be, provided that the performance indices do not fluctuate.
Requirement of Earned Value Analysis
In order to have an accurate Earned Value Analysis, the creation of a solid project plan is
needed. In particular, it is possible to use the Scope Statement, the real foundation of a project.
In short, the Scope Statement is a document wrote by the project manager on the project start-up.
It includes project goals and objectives, final product requirements, major milestones, and
project risk analysis. In order to develop that common understanding of the work required for a
project, another key structure should be created, the Work Breakdown Structure. The WBS is a
proper list of all project activities, a hierarchical decomposition which focuses on the deliverable
of the project.
The Planned Value
The planned value describes to what extent the activities of a project should be at a
determined point in the project schedule and in the cost estimation. The baseline of the project
schedule and of the costs refer to the planned physical work and the budget approved in order to
complete the planned activities. Together, these two values define an important value: the
planned value (PV).
This value can be analysed in two ways: cumulative or current. The cumulative PV is the sum of
the approved budget for the planned activities that have to be performed in general, throughout
the project. On the other hand, the current PV is the approved budget for the planned activities
that have to be performed during a given period. This period could refer to days, weeks, months,
etc.
The Earned Value of the completed work

The earned value is the quantification of the value of the work actually performed up to a
certain date. In other words, the EV refers to what was achieved during the project. The
cumulative EV is the sum of the budget for the activities performed up to the date when this
value is calculated. The current EV is the sum of the budget for the activities carried out in a
given period.
Question 4
a) Discuss the main factors essential in formulating a quality policy
Quality policy plays a major role in carrying the work in effective manner. There is need of
managing the quality of project in such a manner that all the stakeholders are satisfied. This will
help to manage overall work and attain better results (Koke and Moehler, 2019). In project
management the quality policy is important and considered as the responsibility of the
management. It is important to plan the quality in such a manner that results are attained
effectively. Proper planning helps to carry on the work in most suitable manner. It becomes
necessary to involve the best process to formulate the quality policy. There is need of checking
the progress of working in each and every stage so that real success is attained. This will help to
carry on the operations in most suitable manner. The use of best resources is necessary to
manage the working so that proper goals in project are attained. There is need of checking that
all the compliances are being done by the project team. In project management there is key role
of taking care of laws and legislations so that final outcome is achieving positively. The
important factors that are required to consider at the time of formulating the quality policy are as
follows:
Quality Materials: The use of quality materials must be done so that the overall project is
successful. This will help to attain proper goals and objectives by formulating standards,
guidelines, checklist, templates, procedures (Zavyalova, Sokolov and Lisovskaya, 2020). The use
of latest technology that is of good quality must be installed in the schools so that the students
are able to take the advantages.
Processes for Quality Assurance: It is necessary to follow the overall process of quality
assurance. This helps to meet the expectations of the stakeholders attain better position of the
project. There is key role of managing the work with best quality standards so that better results

from the project are attained. The review of performance on regular basis helps to carry on the
work and all the members will be able to handle the project effectively. The legal team must
check all the legalities so that there is quality assurance.
Management of Defects: It is required to manage all the defects that take place while
carrying the project. There are chances of defects that take place at the time of carrying the
project. By analysing the defects, the project team will be able to achieve success.
In the case of above project the use of quality materials is done. This will help to carry on
project in right time and provide best to the students.
b) Consider the structure and likely main components of the process you could use for your team
building
There is key role of following the right structure so that team building is done in effective
manner. The use of hierarchical structure will be done so that so that reach success and all the
members will be able to coordinate with each other. There is key role of communication with the
right person so that real success of the project takes place (Zhou, Irizarry and Guo, 2021). If a
person will get command from one superior than it will become easy to from them carry on the
work effectively. In regard to a project of construction. It is necessary that all the project
executives are given order by one superior and they are accountable to them as well. This
facilitates the work and assist them to reduce conflicts and duplication of work.

CONCLUSION
It is concluded that all the stages of project management are important. There is a hierarchy
in which communicating flow that helps the project team to carry on the work on time. Selection
of bets path to carry on the project is also important.

REFERENCES:
Books and Journals
Guertler, M.R. and Sick, N., 2021. Exploring the enabling effects of project management for
SMEs in adopting open innovation–A framework for partner search and selection in open
innovation projects. International Journal of Project Management, 39(2), pp.102-114.
Ibraimova and et.al., 2019. Teamwork within agile project management technology.
In International Conference Industrial Technology and Engineering (pp. 235-237).
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Koch, J. and Schermuly, C.C., 2020. Who is attracted and why? How agile project management
influences employee's attraction and commitment. International Journal of Managing
Projects in Business.
Koke, B. and Moehler, R.C., 2019. Earned Green Value management for project management: A
systematic review. Journal of Cleaner Production, 230, pp.180-197.
Zavyalova, E., Sokolov, D. and Lisovskaya, A., 2020. Agile vs traditional project management
approaches: Comparing human resource management architectures. International Journal of
Organizational Analysis.
Zhou, Z., Irizarry, J. and Guo, W., 2021. A network-based approach to modeling safety accidents
and causations within the context of subway construction project management. Safety
science, 139, p.105261.