Project Management Plan for Office Relocation: A Comprehensive Guide

Desklib provides solved assignments and past papers to help students succeed.

Project Management
Student Name:
Student Code:
1

Table of Contents
Introduction................................................................................................................................3
Defining Project.........................................................................................................................3
Application of Theoretical Framework and methodologies.......................................................7
Project Management Methodologies..........................................................................................9
Evaluating composition and management of team in project..................................................10
Project Plan..............................................................................................................................11
Monitoring and controlling Project risk...................................................................................13
Evaluating project Success and failure....................................................................................13
Conclusion................................................................................................................................14
References................................................................................................................................15
2

Introduction
The report is based on a project plan which is based on office move. The objective of this
report is to provide a detailed project plan to the project sponsor and board of director to get
their final approval. For that purpose, this report will define the project, outline roles of
project manager, justify application of theoretical framework, evaluate the project team
management technique, develop a project management plan, and define measure to control
project risk, quality and sudden change, define project success and failure along with a
conclusion. The aim of this report is to develop a feasible project plan for office move with
lower minimum risk.
Defining Project
Project objectives
This project plan is based on a office moving project. This primary objective of this project is
to deliver an office move within stipulated budget and 2 months time. The company has
planned to complete the office move plan through a third party company which has expertise
in this field.
Deliverables
It is expected that after the successful completion of this project, the organisation will be able
to find
 A suitable location for the office
 Necessary information about the location such as cost of property, electricity and
many more
 Customers for old office furniture
 New furniture for the office
 Employee for new office location
Milestone
Mile
stone
Week 1 Week 2 Week 3 Week4 Wee
k 5
Week 6 Wee
k 7
Wee
k 8
Initia  Ca  Ge
3

te ptu
rin
g
pro
ject
req
uir
em
ent
 Col
lect
ing
dat
a
abo
ut
thir
d
par
ty
co
mp
any
wh
o
can
co
mp
lete
the
tas
k
 De
fini
tti
ng
ap
pr
ov
al
for
the
pr
oje
ct
 Se
lec
tio
n
of
pr
oje
ct
tea
m
 Se
lec
tio
n
of
pr
oje
ct
ma
na
ge
r
4

ng
bu
dge
t
 De
fini
ng
Re
sou
rce
s
Plan  Des
igni
ng
proj
ect
 Def
inin
g
com
mu
nica
tion
plan
 Hol
d
proj
ect
spe
cifi
cati
on
mee
 Out
lini
ng
pro
ject
pri
orit
y
 All
oca
tin
g
res
our
ces
 Def
ini
ng
pro
ject
fin
al
5

ting
s
 Dev
elop
ing
stak
ehol
der
man
age
men
t
plan
tea
m
Exec
ute
Man
agin
g
proje
ct
risk
Hold
ing
meet
ing
with
proje
ct
team
and
third
party
com
pany
 Ma
na
gin
g
pro
jec
t
ris
k
 Ma
na
gin
g
pro
jec
t
cha
ng
e
Closi
ng
Risk
elimi
Proj
ect
6

nated
Proje
ct
comp
leted
deliv
ered
Project characteristic
This project has a temporary project timeline and not targeting any external customers. This
project typically has a start point and an end point. However, it has unique set of
requirements that need to be delivered within project boundaries.
Role of Project manager
Many scholars have defined some roles for project managers in their research such as
planning, organising, leading, Monitoring, Communicating and managing risk, however role
played by project managers are majorly depends on type of project, size and risk associated
with the project (Kerzner, 2018). For instance, a project manager have more crucial role to
play in risk oriented project than in normal in-house project. The primary responsibility of the
project manager for this project would be to prepare a rational project design that can attract
investor's attention. While designing the project plan, managers need to consider project risk
and scope of change to ensure project gets completed on time.
The second responsibility of the project managers would be to develop a communication plan
that ensures seamless communication among project stakeholders. Since a third party
company is going to work alongside, so it's crucial to ensure the project company and the
thirds party company communicate regularly for exchanging information.
The third important role of the project manager would be leading the team. According to
Heldman (2018) leading the team is the biggest role that can accommodate all other roles of a
project manager. Project manager need to coordinate every people associated with the project
to ensure that the project get completed by 8 weeks time.
Risk are inevitable part of any project, thus project managers must prepare him or her to
address any project risk that comes in their way. Managing uncertain condition or risk which
could have negative impact on the project quality or time is the key responsibility of a project
manager (Kliem and Ludin, 2019).
7

Application of Theoretical Framework and methodologies
Project Management Institute was established in the year 1969 with the initial goal to
encourage members to share their personal experience about project management and discuss
various project related issues. In order to keep the management terms and condition clear and
consistent, in the year 1987, PMI introduced the book named ' A Guide to the Project
Management Body of Knowledge (Reich and Wee, 2019). This project management body of
knowledge or PMBOK is the basic knowledge that project manager must have for managing
a project and these basic knowledge are categorized into 10 knowledge areas
Managing Integration: Managing integration is about creating project charter, scope, plan,
monitor, manage and control any changes during project. This is significant knowledge for
project manager as a project is a combined effort and it includes various activities which must
be moved collectively for a positive result (Bayona et al., 2018). Even if one activity is not
running properly, it is hard to complete the whole project work, for example project scope
must be defined to kick start the project work.
Managing Scope: Managing project scope is all about project planning, definition, creation
of Work Breakdown Structure (WBS), control and verification (Sitohang et al., 2019). It is
really important for any project to have well defined project parameter or scope and those
parameters must be breakdown and managed through WBS. A project without planning
cannot produce positive outcome as the project team would not find any defined way to work
on.
Managing Project Time or Schedule: Every project includes a predefined start and end date,
which is better known as project schedule. Therefore, it is necessary for the project manager
to ensure that project planning and budget is done according to the project schedule. For this
project, planning and budgeting has to be done for 8 weeks which is predefined project
schedule.
Managing Cost: Every project consumes certain resources and these resources required
investment, therefore managing cost is vital for project success. Managing cost is a complex
process and must be done in most rationalistic manner. Managing project costs involves cost
estimation, budgeting, controlling and managing. For this project, cost must be identified and
presented in front of the investors for obtaining the best financial resources.
8

Managing Quality: Project involves definite deliverables and these must meet project
objectives and standard. Quality management, quality assurance and quality control are part
of project quality management. Project success depends on the project quality and quality
assurance given by the project manager.
Managing Human Resource: A project cannot be completed without the help of a project
team which consist of skilful human resource. Human resources need to be managed
throughout the project life cycle. Recruiting right people, managing their performances,
managing schedules is crucial part of project management.
Managing Communication: Any project includes not just end user but lot of other people,
such as project participants, managers, users and external stakeholders and managing
communication among internal and external stakeholders is primary responsibility of project
manager. Managing communication includes communication planning, information
distribution, and performance reporting and stakeholders management.
Managing Risk: Every project encounters certain unexpected events while discovering new
opportunity for client. These risks need to be address and mitigated in order to move towards
project success. Managing risk includes risk planning, risk identification, analysis of risk ,
risk response, monitoring and controlling of risk.
Managing procurement: In order to complete a project, project organisation need to
purchase products or avail services from third party vendor (Xue et al., 2018). However, it is
important for the project team to manage how vendors or supplier are selected and controlled
through project life cycle as project procurement process directly influence the project
success. Managing project procurement is basically acquisition plan, contract administration
and contract closure. For this project, project manager has decided to hire a third party vendor
that can help with the office move process.
Managing Stakeholders: E very project generates impact on people and organisations which
are considered as stakeholders. Identifying stakeholders and their need at the early stage is
significant for the project success. In this project internal stakeholders are more significant
and so are their needs for the project success.
9

Project Management Methodologies
According to Silva et al (2018) project management methodologies provide an infrastructure
for completing a project. Basically project management methodologies are blueprint of how a
project task should be planned, managed and executed throughout the project life cycle.
There are different kind of project management methodologies available however the
application of these methodologies should be done based on the nature, scope, size and type
of the project. Some of the commonly used project management methodologies are Agile,
Waterfall, Scrum RAD, NPI, PER and PRINCE2. Among all these methodologies Agile and
Waterfall (traditional) are mostly used project methodologies.
For this particular project, before choosing the right methodology, it is important look at
certain project requirements such as final deliverables, benefits that it offers, work
environment, strength of the team. Also it is important to identify which methodology is best
to meet the project goal and team objectives. Based on these project requirements the most
appropriate project methodology would be Waterfall. Adiga (2019) address Waterfall
methodology as a process in which project phases go downwards just like waterfall. The
basic principle of this methodology is to move from one phase to another only if the last
phase has been successfully completed. Though, this project methodology is highly
recommended for manufacturing and construction project which are structure and changes is
not possible after that process is done. Waterfall methodology is more appropriate for this
office move project as once the moving process start it would be challenging for the company
to get back into the initial stage and therefore every phase of the project must be completed
properly.
Evaluating composition and management of team in project
Anderson et al (2018) opined that project is a collaborative effort and thus managing team is
important for the end result or project success. Generally a project management team includes
a project manager and individuals who are capable of achieving project objectives. Each of
the project team members must have different set of skill as expertise to complete several
tasks that are included in the project. For instance, an employee who is responsible for
identifying project risk and managing project risk must have the critical thinking ability,
decision making power and have expertise in risk management. A project team includes
Project managers who are responsible for outlining the project plan; guide the team for final
result. The project team members are significant resources for project team and work in
10

different phases during project. The project sponsor is also responsible for project success.
Project sponsor works alongside the project manager and is a part of the senior management
team. Some of the significant task such as approving project budgets and ensuring availability
of resources are done by project sponsor.
Project team compositions are different based on the organisation's scope, culture and
location. There are two basic project team compositions -dedicated and part time.
Dedicated: Under this composition most or all project team member allocated to work full
time for the project. However, dedicated project teams are only visible in organisations where
most of the organisational resources are used and involved in project work and project
managers are empowered to take their own decision. This type of team will not be
appropriate for this office move project as this is a temporary project and not all the resources
are used for project development.
Part Time: Part time project team members are often assigned with multiple projects at one
time. Only temporary project are assigned to Part time project team while other people of the
organisation remain engaged with other tasks(Dzvonyar et al., 2018). For this project, part
time team would be best as this is just a temporary project and it will get over after 8 weeks
one the office move is finished.
Team management
Managing team is important as a well coordinated team can only work for the success the
projects. Ellis (2018) opined that lack of management and coordination among team can
hinder the process of project management as it often raises internal conflict within team.
Under the team management model there are four stages Forming, Storming, Norming and
Performing which must be followed in order to manage the project team.
Forming; this is the first stage of team management cycle and project manager need to be
concerned about the fact that every team member gets the right amount of support. For this
particular project, project managers need to ensure that communication gap between the third
party company and the in-house staffs are reduces before any conflict arises.
11

Storming; is the second stage where team member generates many interesting and exciting
ideas. In this stage project leader must allow maximum liberty for the project team member
so that members can freely express their ideas.
Norming; is the third stages where project managers need to put their effort to bring every
ideas into one view which is best for the project.
Performing; is the last stages where project manager need to ensure that every team member
is agreed and focused towards one single objectives and start performing for developing the
projects.
Project Plan
Section Description Sources Responsible
Introduction Project purpose,
background, scope,
necessary documents
are designed in this
stage
Corporate history and
business case
Project manager
Scope Outlining scope, risk
assumption and
scope control are
basic tasks in this
stages
Project Charter and
business Case
Project manager ,
project sponsor
Objectives Drawing Project
objectives,
identifying critical
success factors are
done
Business case Project manager
Control and
Reporting
Risk management,
change management
project reviewing are
Corporate policies Project manager
12