Project Management: Recruitment, Risk Management, and Budgeting

This article covers various aspects of project management, including recruitment, risk management, budgeting, and team management. It provides insights on project planning, job descriptions, stakeholder management, and more. The article also includes a WBS chart and estimated budget for a project plan.

Running head: PROJECT MANAGEMENT
Project Management
Name of the student:
Name of the university:

1PROJECT MANAGEMENT
Activity 1
1. Being employed as a project management team member in a local mail distributing
centre, the person is responsible to select and recruit new employees for their project team. For
successful accomplishment of the project team the documentation and information that are
needed to be accessed are as follows:
 Feasibility report and project charter
 Design document according to the project specification
 Work plan document or estimation
 Traceability matrix
 Risk tracker
 Change management and test document
 Technical and other functional document
2. The content of a project scope document are- project deliverable, project acceptance
criteria, project exclusion, project constraints and project assumptions as well.
Activity 2
In order to develop an employee recruitment process in a mail distributing centre, the list
of project stakeholders those have been defined include owners, employees, community,
insurance companies, consumers and executive HR manager. The interest, power or authorities
that the stakeholders have are as follows:
Stakeholder name Interest Authority

2PROJECT MANAGEMENT
Employee To enhance skills and
knowledge
To improve work process
Owners Increase profitability To improve the productivity
workforce
Community To support new business To provide employee
opportunity
Insurance companies To reduce employer issues To discover workforce
Consumers To provide feedback To serve enough profit to the
business
Executive HR manager To develop the hiring process To recruit suitable employees
Activity 3
To
The Executive HR
Subject: Clarification from delegating authority
Respected Sir,
I would like to inform you that due to lack of certain process and approaches of the
selection and recruitment process our local mail distribution centre is facing major problem in
our new project. It has been identified that most of the distribution and manufacturing sectors of
United States are currently facing major challenges in their business. In order to serve both the
domestic and global demand of the consumers certain changes I would like to request to be

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made. I think for mitigating the technical challenges, our company must remain competitive in
the market in terms of products and services. I think for maintaining business profitability,
technology and processes improvements are necessary because it can drive down both the
operational and functional costs. The visibility must be increased with larger amount of
investment. Not only this but also I think that the Chief Information Officer should improve the
security of the legal, accounting and technical components. I think that the professional should
think deeper about the risk mitigation strategies and data security best level best practices.
I shall be thankful if you go through the list of changes in the project parameters for
which I have requested. Kindly, look into the requests and took necessary actions for those.
-Thanks and regards
- Supervisor
-Local mail distribution centre
Activity 4
The local mail distribution centre wants to create a job description which identifies the
limits on responsibility and reporting requirements as well. The job duties and responsibility of
the team members of the project are as follows:
 They should answer all the questions raised by the employees
 To process all the incoming mails
 Document creation and distribution
 Server consumer services to all the employees
 To serve as a point of contact with vendor benefits and administration

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 Computing system maintenance through inserting and upgrading data
 Appointment setting and meeting arrangement
 Report compiling and spreadsheet preparation
The rest of the qualities of competence are below:
 Possess very strong interpersonal skill
 Skills to control and monitor the ongoing work activities
 Must have ability to prioritize the work plans
Activity 5
Mission statement: The mission statement of the local mail distribution company is to
serve secured, safe and possible highest communicating environment to the employees and the
consumers
Vision statement: To provide commitment to the consumers for demonstrating
professionalism
Business strategy and operation:
 Commitment to the stakeholders
 Commitment to the consumers
 Commitment to the employees
 To develop teamwork and trust among the employees and consumers
 To implement corporate social responsibilities and ethical behavior and integrity

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Activity 6
The responsibility of the bakery company is to launch and sale new bakery item for both
the existing and new consumers. In order to undertake such project the required resources
include human resources, materials and baking equipments as well. For accessing these resources
the company will require outsourcing. The internal and external stakeholders of the company are
responsible to access the needful resources to accomplish the project. Experienced chef has been
hired to make the new bakery food item tastier in terms of quality and flavor than the other
bakery shops.
Activity 7
7.1 Development of project plan
WBS Task Name Duration Start Finish Predecessors
Resource
Names
0
Employee hiring
schedule
49 days
Thu
2/22/18
Tue
5/1/18
1
Identification of the
hiring needs
5 days
Thu
2/22/18
Wed
2/28/18
Project
manager
2
Development of project
planning
4 days
Thu
3/1/18
Tue 3/6/18 1
Operation
manager ,Proj
ect manager
3 Creating job description 6 days Wed Wed 2 HR manager

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for the local mail
distribution center
3/7/18 3/14/18
4
Post and promotion of
job opening
4 days
Thu
3/15/18
Tue
3/20/18
3
HR
manager ,Ope
ration
manager
5 Recruiting 8 days
Wed
3/21/18
Fri
3/30/18
4 HR manager
6 Screening interview 5 days
Mon
4/2/18
Fri 4/6/18 5 HR manager
7 Face to face interview 3 days
Mon
4/9/18
Wed
4/11/18
6 HR manager
8
Assessment of the
applicants
2 days
Thu
4/12/18
Fri
4/13/18
7
HR
manager ,Ope
ration
manager
9 Background assessment 6 days
Mon
4/16/18
Mon
4/23/18
8 HR manager
10 Decision making 2 days Tue Wed 9 Project

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4/24/18 4/25/18 manager
11 Reference checking 2 days
Thu
4/26/18
Fri
4/27/18
10
HR
manager ,Proj
ect manager
12
Hiring employee for the
local mail distribution
centre
1 day
Mon
4/30/18
Mon
4/30/18
11 HR manager
13 On-boarding 1 day Tue 5/1/18 Tue 5/1/18 12
HR
manager ,Ope
ration
manager
Employee hiring schedule
Identification of the
hiring needs
Development of
project planning
Creating job
description for the
local mail distribution
center
Post and promotion
of job opening
Recruiting
Screening interview
Face to face
interview
Assessment of the
applicants
Background
assessment
Decision making
Reference checking
Hiring employee for
the local mail
distribution centre
On-boarding

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Figure 1: WBS of the project plan
(Source: created by author)
Project manager Responsible to control and monitor the project
progress
HR manager Responsible to hire employee depending on
their skills and knowledge
Operation manager Responsible to manage the project operation
Activity 8
In order to reduce the work load from the project team members, the two different project
management tools those have been selected are Gantt chart and Project management software.
Gantt chart helps to illustrate the schedule of the project to represent the interdependency
of all the associated project activities. Regardless of the type of the project the Gantt chart are
used by the project managers. This project has initially high financial values and high level of
risk exposure but it become simpler with the help of the Gantt chart.
Besides this, project management software is used by the project manager to track the
complexity of the project. It helps to make specific changes in the project constraints.
Activity 9
9.1 Health and safety hazards
 Incorrect appointment on health and safety personnel

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 Uneven and narrow walkways for the person who are shifting the furniture
 Inaccurate preparation of first aid
 Incorrect exit signs
 Absence of fire allocation notice
9.2 Risk management plan
In order to avoid the injury issues of health and safety hazards that might occur while
shifting the office furniture from one location to another a risk management plan is needed to be
implemented by the company.
Appointing health and safety personnel: Health and safety personnel should be hired to
make oversee workplace health and safety of the local mail distribution company.
Erect hazard signs: In the narrow walkways and other uneven steps, a safety sign should
be put to alert the employees.
Preparing first aid: First aid kits should make available for the employees
Activity 10
WBS Task Name Duration Start Finish Predecessors
Resource
Names
Cost
0
Employee hiring
schedule
49 days
Thu
2/22/18
Tue
5/1/18
$5,832.00
1 Identification of 5 days Thu Wed Project $600.00

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the hiring needs 2/22/18 2/28/18 manager
2
Development of
project planning
4 days
Thu
3/1/18
Tue
3/6/18
1
Operation
manager ,Pr
oject
manager
$928.00
3
Creating job
description for the
local mail
distribution center
6 days
Wed
3/7/18
Wed
3/14/18
2 HR manager $480.00
4
Post and promotion
of job opening 4 days
Thu
3/15/18
Tue
3/20/18 3
HR manager
,Operation
manager
$768.00
5
Recruiting 8 days Wed
3/21/18
Fri
3/30/18
4 HR manager $640.00
6
Screening
interview
5 days Mon
4/2/18
Fri
4/6/18
5 HR manager $400.00
7
Face to face
interview
3 days Mon
4/9/18
Wed
4/11/18
6 HR manager $240.00
8 Assessment of the
applicants
2 days Thu
4/12/18
Fri
4/13/18
7 HR manager
,Operation
$384.00

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manager
9
Background
assessment
6 days
Mon
4/16/18
Mon
4/23/18
8 HR manager $480.00
10 Decision making 2 days
Tue
4/24/18
Wed
4/25/18
9
Project
manager
$240.00
11
Reference
checking 2 days
Thu
4/26/18
Fri
4/27/18 10
HR manager
,Project
manager
$400.00
12
Hiring employee
for the local mail
distribution centre
1 day
Mon
4/30/18
Mon
4/30/18 11 HR manager $80.00
13 On-boarding 1 day
Tue
5/1/18
Tue
5/1/18 12
HR manager
,Operation
manager
$192.00

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Figure 2: Estimated budget for the schedule
(Source: created by author)
In order to reach the accurate budget that has been figured out, it is necessary for the
project manager to consider the proper budget for proper activities.
Activity 11
11.1 In order to prepare the project team all the associate members who have been
assigned include the project manager, HR manager, operation manager, system developer,
system analyst. The project manager is responsible to check and track the project progress. If the
project manager fails to maintain all these components then over budget allocation and over time
allocation might raise. The HR manager is responsible to match the eligibility criteria of all the
applicants. Based on the skills and knowledge, the local mail distribution company should hire
new employees. The HR should have to be enough efficient as the project is needed to be

13PROJECT MANAGEMENT
completed within 3 months. Whether the new applicants have proper technical knowledge or not
is checked eventually by the operation manager.
11.2 The project team member must follow open communication to share their opinion
with the rest of the project team members. Open communication helps the employees to share
their point of view with others.
Activity 12
After developing the entire project plan with relevant budget and time, the project
manager should follow some of the steps to make sure that the project is approved before its
commence. The steps are as follows:
 Development of strategic planning
 Development of the service and details
 Marketing
 Support from the associate project team members
 Project documentation
 Final document checking
 Signature for final approval
Activity 13
13.1 Responsibilities of the team members
 Respond to the injury by securing the damaged the area
 Initiating command facilities

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 Removal of waste with collecting and removing
 Remove damaged furniture and equipments
 Repairing the facilities
 Clean up the premises
13.2 Actions to be taken
 The project team members should report to the project manager on daily basis
 Face to face meeting
 Skills testing of the project team members
Activity 14
There are many steps those are needed to be followed by the project managers to support
the project team members.
Motivate the project team members: The project manager should motivate that project
team member to make him or her more familiar to the project goal and objectives. With realistic
project goals the issues that the project team member was facing will minimize.
Performance measurement: Time to time performance measurement test should be
taken. Additional training and development program should be incorporated by the project
manager to make sure that the team member is performing his or her responsibilities.
Avoid intra organizational conflict: It is the responsibility of the project manager to
create an appropriate ambiance for the project team members to avoid the intra organizational
conflict.

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Implementation of open communication: The project manager and the project team
members are required to maintain open communication so that, particular member feel free to
share his or her view point to the project manager and other members without any kind of
hesitation.
Activity 15
Record keeping is referred to as a process of collection, input, storing, classifying,
summarizing and interpretation of data. Design and implementing record keeping system hold
two different facets in terms of financial records and managerial records. Financial records help
to make proper decision making for strengthening the financial backbone of the business.
Besides this, managerial record keeping system is used to measure the success of the company.
DIRK system is to be used to produce financial statement regarding the business entity.
DIRK system is superior to other record keeping system because it can effectively control
and process data. It provides large storage that can be easily accessed and modified by the users.
DIRK has secret codes in terms of password thus it is secured than other record keeping system.
It can also update information and sequential data according to the requirement of the business.
Activity 16
From successful administration and monitoring of a project, the business will be able to
obtain the details resources (finance, human, physical etc). It can also recruit personnel for
organizing and leading the project team. The other components can be served through project
monitoring include successful project task assigning, accurate communication along with the
stakeholders etc.

16PROJECT MANAGEMENT
A different technique used for monitoring project includes project milestone, S curve,
Earned Value Analysis, PERT chart, WBS etc. However, among these methods the most suitable
method is using WBS, as it helps to identify the activities and their current status as well.
Activity 17
Project progress report
Scope and purpose of the project
The project manager is needed to implement a staff selection and recruitment process
within a local main distribution center. The project is needed to be completed within three
months from starting. Manager is appointed toestimate the project budget based on the project
requirements. After hiring the project team members through testing their skill and knowledge
the responsibility of the project team members should also be assigned.
Schedule of the project
Based on the background of the project it is estimated that the project should be
completed within 3 months. The starting date of the project is 22/2/2018 and it should be
completed on 5/1/2018.
Components to be managed by the project manager
In order to complete the project within estimated time and allotted budget it is necessary
for the project manager to go through proper feasibility study to ensure about whether the project
is beneficial or not. In addition to the financial components, the other factors those have been
considered include the human resources and physical resources.

17PROJECT MANAGEMENT
Communication plan
The aim of the project is to select and recruit new employees for the local mail
distribution company. Among upward, downward, horizontal and open communication for this
project the manager should utilize open communication. With the help of open communication
both the project manager and the project team members will be able to share their ideas and point
of views with the rest of the team members.
Risk management plan
In addition to these a professional risk management plan is also developed which is
consists of risk acceptance, transfer, avoidance and risk mitigation strategies as well.
Activity 18
Risk management plan identifying strategies
Risks Mitigation strategies
Inadequate role definition In order to avoid the issues of inadequate
definition for the role of the employees, the
HR manager should explain the job roles to
them during the final selection round.
Failure in employee track record checking It is necessary for the HR manager to check
the previous track record of the eligible
applicant before recruiting them
Improper processes The company is needed to consider accurate

18PROJECT MANAGEMENT
recruitment process bout the
Failure to engage employee In order to engage the employees to their job
roles the HR manager should implement proper
reward programs based upon their performance
details.
Activity 19
Project deliverable: For the selection and recruitment project, the project deliverables are
implementation of recruitment policy statement, recruitment project planning, and
documentation of staff documentation forms, developing recruitment and selection checklist,
formation of vacancy management system.
Importance of project deliverable: Project deliverable shows concise and solid idea about
the project, considering which the project manager can easily meet the requirements within time
and estimated budget.
The tangible deliverable for this project are post and promotion of job opening,
advertisement on job description, design documentation, usage of operational processes etc and
the intangible deliverable of the project is training.
Activity 20
For this particular project the project manager is needed to keep certain financial records
to successfully accomplish the project within estimated time and budget. The lists of financial
records to be kept are as follows:

19PROJECT MANAGEMENT
 Business cash flow
 Actual cost and planned cost of the project
 Income details of the employees
 Balance sheet
 Return on Investment (ROI)
In order to ensure the accuracy of the business financial statement the finance manager
should reconcile the accounts records with the external records like bank. Not only this but also
they should check for the balance sheet errors through a guidance note published on it. For ll the
possible errors the income statement must be reviewed accordingly.
Activity 21
Official transcript
Project manager: Hi! What is going on? Is everything fine?
Project team member: No sir!
Project manager: why so?
Project team member: I am little upset with the current situation
Project manager: why? Please feel free to explain
Project team member: I am not happy to return to y previous job role. I found this new one
more interesting
Project manager: “what I think is each experience of your life orchestrated to teach you
something more that you need to move forward. When we can give ourselves permission to

20PROJECT MANAGEMENT
fail then also we can allow ourselves to win. Everyone has been made for particular work
but you must focus on the journey of greatness. I think this job role will definitely lead you
to success.”
Activity 22
Before the successful completion of the project rather before the project signoff the list of
documentation that a project manager might need to complete are as follows:
1. Finalizing project timeline
2. Finalization and analysis of actual and planned cost
3. Finalizing training details arranged for the project team members
4. Validate document of deliverables
5. Releasing the project team
6. Archive project document
7. Ensuring the contract closure
8. Finalization of meeting and workshop that have been arranged
9. Final quality assurance plan
10. Final risk management plan
The final project sign off can be gained from the project sponsors. For this project the sponsor is
the manager of the local mail distribution center. The final project sig off can be obtained only
after the presentation of the critical report of project containing, roject name, project manager,
schedule starting date, finish date, total project duration, sponsors, deliverables, its team
members and all those are affected with the report.

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Activity 23
23.1 It is necessary to review project outcomes against the project scope and plan because
it helps to make the project team members familiar with the project requirements.
23.2 Five materials that a review might reveal include:
 Achievement of project goals
 Satisfaction of the stakeholders
 Cost and benefits associated with the project
 Identification of areas needs further development
 Reports on the findings and recommendations
23.3 In order to present the project review an accurate communication approach is
required to be adopted by the management authority. Through arranging a face to face meeting
and Power Point Presentation (PPT) the review of the project report can be represented
accordingly.
Activity 24
The lesson generated from the project developed by the local mail distribution company
should deliver the below five responsibilities:
 Succession planning matters and project goal
 Resource management and change management details
 Budget management and quality control
 Successful project communication plan
 Factors needed for customer satisfaction

22PROJECT MANAGEMENT
Summative assessment 2:
1. Based on the project requirements different flowchart such as process flowchart, data
flowcharts etc are there those can be used by the project managers to accomplish the project.
Flowchart helps to improve the communication and also helps to provide proper documentation
of a process. It provides guideline to the managers about the project deliverable and all other
accounting procedures. Flowchart can be used to verify the accounting principles, purpose and
manufacturing processes as well. Moreover it can be said that with the help of a flowchart a
project manager can easily complete a project.
2. In project planning and delivering the role of a project manager is to identify a goal,
objectives and scope of a project. It will help the project team member to become more familiar
about the project objectives. The project manager is the individual person responsible to deliver
the project. The individuals lead and motivate the project team members. In addition to this, a
broad project management document must be prepared by the project manager. The other
management approaches those should be implemented include communication plan, risk
management plan and project deliverables.
3. The project will meet the project objectives and project goal only when the project
manager and the project team members will serve he proper job roles. Based on project skills and
responsibilities, specific roles are needed to be followed by the project managers and tem
members. The production must be managed based on the project deliverables. In addition to this,
the proper control and monitoring will report the necessary stages to assure the team member’s
roles.

23PROJECT MANAGEMENT
4. There are certain strategic plans those should be followed by the project managers to
make sure that the project is aligned to the organizational requirements. In the project alignment
planning process certain plans the members of the teams are there those should be followed and
those are as follows:
 Outlining the mission, vision, program and resources associated to the project
 Identification about the components those are working appropriately and the
factors those are needed to be adjusted
 Identification of the components where the adjustments are needed and
determining the possible best approach
 Within the roadmap of the alignment path, adjustment should be done in terms of
strategic plan
5. In order to implement this particular project the different resources those are needed to
be maintained by the project manager are the human resource, physical resource and the
financial resources. However all of these resources are required to be managed and accessed for
the necessary purposes. However, based on the realistic ideas, all of these resources should be
managed accurately by the project sponsors.
7. Whether the project is meeting the project objectives or not can be determined with the
help of proper quality management plan. Monitoring is referred to as an evaluation form that
helps to determine the course of invention and required adjustment to be done to gain
competitive advantages and measurable market revenue. The quality of the project could be
allows through implementing remedial measures to achieve the project aim. It also helps to

24PROJECT MANAGEMENT
determine the total fund and its distribution for the respective activities. Additionally, for
monitoring the quality of the project, evaluation process is needed to be implemented.
9. Among the different project management tools and techniques the most suitable tools
that are selected for this project include the PERT chart, Gantt chart, network diagram, “S curve”
and Earned Value Analysis (EVA). It is expected that with the help of these assessment tools
will helps to meet the pre determined objectives of the project.
10. If during the project ongoing phase it has been found that some of the project team
members are failing to meet the requirements then their roles and tasks should be changed. Not
only are this but also proper training and development programs needed to be developed by the
project manager so that they could serve the respective job roles for accomplishing the project
successfully.
11.In order to design and implement a risk management plan for the entire project each
individual componentis required to be analyzed by the project manager and project team
members. From the emerging and existing small issues, the different risk management plan can
be implemented. The factors of project management to be analyzed include the financial
components, human resources, physical resources etc. In order to develop the risk management
plan the following steps are required to be followed:
 Understanding of how the project risk management works
 Defining the risks those might hamper the project success
 Collecting input from others
 Identifying consequences of the risks
 All the irrelevant issues should be eliminated

25PROJECT MANAGEMENT
 Risk probability are to be assigned
12.In order to make the project team members familiar to their job roles, useful
communication strategies are required to be developed by the project manager. Regular, weekly
or even monthly basis, conferences should be arranged by the project manager to share the ideas
and other service level networks with the planning bodies. The project manager should also
explain the benefits of member collaboration and open communication. With the help of open
communication the roles and responsibilities of the project manager and lines of authority can be
eventually explained.
13. In order to reduce the work pressure from the project manager and project team
members it is necessary for a project planner to divide a large task into small segments. These
small segments are known as project activities and based on the activities proper budget are
allotted. It is the responsibilities of the project manager o accomplish a particular activity within
the budget estimated. In case of project management, budget is used as a communication tool.
Development of a project budget will save money and also helps to track income streaming.
Budget as a communication tool will vocalize the ideas and business strategies as well.

26PROJECT MANAGEMENT
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