Project Management - Stakeholder

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION.........................................................................................................................1
TASK 1............................................................................................................................................1
A. PID..........................................................................................................................................1
B Stakeholder analysis.................................................................................................................3
TASK 2............................................................................................................................................4
Risk register.................................................................................................................................4
TASK 3............................................................................................................................................7
Gantt chart...................................................................................................................................7
Milestones....................................................................................................................................9
TASK 4............................................................................................................................................9
A. Importance of risk management Plan.....................................................................................9
B. Prince2 and methodology......................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management is considered as managing activities for accomplishing requirements of
a project. QA higher education (QAHE)is planning to make changes in its teaching rooms and
computing labs in London Campus (De los Ríos-Carmenado, Lopez and Garcia, 2015). They
have planned to include new hardware, software and network infrastructure so that staff and
teachers can get excellent learning environment. Current assignment will describe objective,
budgetary information in order to make this project successful. Furthermore, it will conduct
stakeholder analysis. Report will prepare Gantt chart and will schedule activities properly.
Furthermore, risk management plan will be prepared in order to minimize risk in this
refurbishment of teaching room’s project.
TASK 1
A. PID
QA higher education is currently providing good services to students but now it is planning
to refurbishment the teaching rooms and computer labs. The main objective of this renovation is
to provide high quality environment where students can learn more and they can feel happy.
They are planning to implement latest technologies in this lab that can support learners in their
learning (De Angelis and et.al, 2015). Project sponsor has aimed to make changes in hardware,
software and infrastructure. They want to provide IT support desk permanently in London
campus so that students can get online support and they can resolve their quarries soon.
Project Title Refurbishment the teaching rooms and
computer labs
Estimated budget 1,00,000
Derived this number This estimation has been made by looking at
previous renovation projects.
Starting data 30/06/2018
Finish date
Project sponsor Mr. John
Project manager Mrs Riya
objectives To enhance quality of classrooms and
computer labs so that students can get excellent
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learning environment.
To ensure that rooms are as per requirement of
21st century
Suggested approach  Recommendations from specialist
educational AV supplier.
 Technological development is classical
approach that would be implemented in
this project.
Major risk Sponsor might face various risk such as
financial, human, technical risks. All these risk
may impact on overall success of project of
QA higher education.
References for ideas
Budget plays significant role in project manager. In order to implement any project in
effective manner project manager is require adequate financial resources (Enshassi, Mohamed
and Madi, 2015). Expenses related to refurbishment the teaching rooms and computer labs
project are described as below:
 Involvement of software and hardware will require cost of 50000
 Room renovation and implementation of infrastructure will require 15000
 Salaries to technical team and other outside people those who will install material will
cost 10000
 Purchasing of material will cost 20000
 Utility bills will cost 5000
By taking suggestion from specialist educational AV supplier educational institute will be
able to identify necessary areas of improvement and it will support in completing this project in
effective manner. They have good experience of working in this field thus, they can give in-
depth information related to refurbishment the teaching rooms and computer labs projects. The
objective of carrying out this project is to ensure that refurbishment the teaching rooms and
computer labs can fulfil requirements of students and can create quality learning environment for
them (Dzeng, Wang and Hsiao, 2015). Technological development has created opportunities for
learners because they can resolve their issues online. Educational institute is planning to
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implement IT desk in the college so that students can ask their problems anytime and they can
get instead resolution of their issues (Jradi, Veje and Jørgensen, 2018).
B Stakeholder analysis
Stakeholder Interest in project
Academics They are important stakeholder of this
refurbishment the teaching rooms and
computer labs project. They can aware project
manager about energy overhead and cost of
activities. Academics can work to provide
computer teaching resources that is suitable as
per 21st century
Students They are essential part of this project, the
entire changes are being for the benefit of
students so that they can get high quality
learning environment. Then can help in
maintain green reputation of University
(Cudney and Gillis, 2016).
Project manager Project manager is high important stakeholder
of this project. They are responsible to
schedule activities and monitor entire progress.
They have power to make changes in existing
strategies (Mørck and Paulsen, 2014).
Finance manager They allocate resources and keep track of all
expenditures.
Technical manager Individual will have huge interest in this
project and person will be responsible for
installation of new software and testing.
Estate team They have moderate interest in refurbishment
the teaching rooms and computer labs project.
They have to maintain overall quality of new
labs (Jimoh and Adama, 2014).
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Project team members They have high interest in this project but have
less power. They have to follow instruction of
project manager.
University (Project sponsor) They are responsible to provide funds for
refurbishment the teaching rooms and
computer labs (Kerzner and Kerzner, 2017).
TASK 2
Risk register
Staffing risk Impact and likelihood Mitigation strategy
Difficulty in finding skilled
employees
It is considered as one of the
major risk,, project manager
may get failed to find skilled
team members those who can
work effectively on
refurbishment the teaching
rooms and computer labs
project (Fleming and
Koppelman, 2016).
Project manager should
give training to staff
members and have to
involve them in project
after looking at their
professional qualification.
This will help in making
them understand with their
duties and they will be able
to perform well.
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Project manager gets sick This is another risk because
project manager is the only
person who monitors overall
working of project. If
individual gets ill then it might
create problem for the entire
team members because they
will not be able to manage
activities well (Jimoh and
Adama, 2014).
In order to avoid this risk
manager should
communicate each thing on
mail. This will help in
making people aware with
their responsibilities. By
this way in the absence of
manager people will
perform their work timely.
Furthermore, manager
should prepare their back
up plan so in the absence
of manager entire project
can run as usual (Jradi,
Veje and Jørgensen, 2018).
Financial risk
Increase costing of raw material This can impact high on entire
project because it would be
over budget and university will
not be able to provide
additional funds (Enshassi,
Mohamed and Madi, 2015).
Project manager should
monitor cash transactions
properly. This will help in
minimizing unnecessary
expenditures and
completing project within
specified budget.
Improper fund allocation It impact negatively on entire
project because it can increase
burden of project manager and
individual will not be able to
complete this project within
specified budget.
Effective monitoring and
controlling can be
beneficial in order to
manage budget well (De
los Ríos-Carmenado,
Lopez and Garcia, 2015).
Technical risk
Installation problems This can impact moderate Technical manager should
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because installation problems
can increase time of completion
of entire project. In such
condition person will have to
make changes in technical
sources which might increase
time (JISC Project Plan, 2008).
monitor installation
process and have to test
implementation of new
software and hardware.
Computers do not supporting
new software
This impacts moderate on entire
project of refurbishment the
teaching rooms and computer
labs project.
In order to mitigate this
risk technical manager
should change hardware
and then install new
software as per capabilities
of computers (Jimoh and
Adama, 2014).
Scoping risk It impact low on project
because by renovating
classroom project manager will
be able to improve quality of
rooms which will create quality
learning environment (Fleming
and Koppelman, 2016).
Effective monitoring and
controlling can support in
mitigating this risk.
Scheduling risk It impacts high because of
changes in entire IT system it
might be possible that project
will not get completed within
specified period of time.
Project manager has to
schedule activities properly
and have to monitor their
progress (De los Ríos-
Carmenado, Lopez and
Garcia, 2015).
Designing risk It will impact low and has less
likelihood to be occurred.
Before renovating the
classroom and computer
labs proper designs need to
be made and manager
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should consult with
experienced person who is
working in this field from
longer duration.
Legal risk Low impact and low likelihood Project should take legal
permission from all higher
authorities in order to
minimize further
complications (De Angelis
and et.al, 2015).
TASK 3
Gantt chart
Duration Start Finish Predecessors
Initial phase 18 days Mon 7/2/18 Wed 7/25/18
Needs prioritisation 2 days Mon 7/2/18 Tue 7/3/18
Defining objectives 5 days Wed 7/4/18 Tue 7/10/18 2
Resource allocation 4 days Wed 7/11/18 Mon 7/16/18 2,3
Team development 2 days Tue 7/17/18 Wed 7/18/18 4
Risk identification 5 days Thu 7/19/18 Wed 7/25/18 5,3
Implementation phase 12 days Thu 7/26/18 Fri 8/10/18
Communicate
information to all team
members
2 days Thu 7/26/18 Fri 7/27/18 6,4
Replacing previous
hardware with new
hardware
3 days Mon 7/30/18 Wed 8/1/18 8
Installing software 4 days Thu 8/2/18 Tue 8/7/18 9
Development of IT desk 3 days Wed 8/8/18 Fri 8/10/18 10
Testing phase 5 days Mon 8/13/18 Fri 8/17/18
Testing of all technical
equipments 3 days Mon 8/13/18 Wed 8/15/18 11,10
Making changes as per
testing results 2 days Thu 8/16/18 Fri 8/17/18 13
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Monitoring phase 3 days Mon 8/20/18 Wed 8/22/18
Finding loop falls for
identifying root cause of
problem
2 days Mon 8/20/18 Tue 8/21/18 14
Removing loop fall 1 day Wed 8/22/18 Wed 8/22/18 16
Closing phase 1 day Thu 8/23/18 Thu 8/23/18
Closure of project 1 day Thu 8/23/18 Thu 8/23/18 17
Critical path
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Milestones
Milestones can be defined as specific point of time that is used by manager to measure
progress of entire proposal. It is responsibility of project manager that to ensure that project gets
met with overall goal of the company. Milestones of refurbishment the teaching rooms and
computer labs project are availability of adequate funds and involvement of skilled people. Both
these supported in completing this project on time and meeting with real objective of the
proposal.
TASK 4
A. Importance of risk management Plan
Risk management can be defined as approach that supports in identifying level of risk and
framing strategies to mitigate this risk. If there are many risks then it might be possible that
project manager can get failed to complete entire proposal on time. In such condition it is
essential for the person to prepare risk register (Dzeng, Wang and Hsiao, 2015). This risk register
helps in identifying likelihood of issue and to what extent it impact on business unit. By this way
individual can take appropriate action to minimize such risks.
Risk register or risk management plan enhances chances of getting success of the project.
It helps manager in avoiding big disasters and enhancing revenues of the business (Jimoh and
Adama, 2014). For example in the present case of refurbishment the teaching rooms and
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computer labs project, manager is planning to renovate class room and computer lab. This is
helpful in creating quality learning environment for the students. They are also planning to
involve IIT desk system so that learners can get easy solution of their problems. In such
condition by preparing this risk management plan manager will be able to accomplish this
objective significantly (Fleming and Koppelman, 2016).
Risk management plan is most important part of project management because by
preparing effective management plan project manager will be able to explore new opportunities
that will give positive outcome to this educational institute. Risk management plan is helpful in
planning and scheduling activities. By preparing risk register individual can find out necessary
issue that might incur in the project (Kerzner and Kerzner, 2017). So project manager can
prepare contingency plan or mitigating strategies so that such risk can be minimized effectively.
By this way person can find out causes of risk and can analysis their impact on business.
Risk management plan is very important because it supports in increasing sense of
responsibility and accountability in project. By this way project manager can become able to
allocate responsibility to all team members in effective manner (Jimoh and Adama, 2014). This
will be beneficial in order to make all people aware with their responsibilities so that issues can
be minimized and overall objective of project can be accomplished. Risk management plan in of
refurbishment the teaching rooms and computer labs project will aid in managing people and
communicating well with all. Proper scheduling and effective monitoring will support manager
in identifying issues in project and individual will be able to take immediate action in order to
resolve such problems (JISC Project Plan, 2008).
B. Prince2 and methodology
Prince 2 methodology is structured method of project management that emphasis on
dividing entire project into manageable activities. This helps in scheduling activities properly
and minimizing risk of failure of any project. It is process based method that creates controlled
environment so that overall objective of this project can be obtained. Prince 2 method has seven
principles that assist in understanding how the entire project will be carried out. By this way
manager can identify issues and can prepare plan to mitigate such problems (Fleming and
Koppelman, 2016).
One of the main advantage of this methodology is that it ensure improvement.This
technique always try to make positive changes in the business so that overall objective can be
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accomplished. Prince2 methodology allows manager to evaluate the progress and make changes
in mid of the proposal. This implements best practices so that risk can be minimized and
opportunities can be increased. Prince2 principles are described as below:
 Continue business justification: It is first principle of this technique that ensures each
project needs to be supported by proper justification (Dzeng, Wang and Hsiao, 2015). If
manager is implementing any strategy or approach then they have to justify for the same.
 Learning from experience: It is essential for each team members that to observe their own
performance and learn from experience. This would help in minimizing repeating
mistakes.
 Clear defining of responsibilities: It is the essential principle of price2 technique that
ensures that project manager needs allot duties to all team members as per their abilities.
All people need to be very clear with their role and there should not be any confusion
related to responsibilities (Enshassi, Mohamed and Madi, 2015).
 Manage by expectation: This guideline ensure that project needs to be designed in such
manner so that it can meet with real expectation of stakeholders.
 Tailor to suit: Project needs to be structured in appropriate manner.
 Focus on products: Project manager has to concentrate on real project and have to
schedule activities properly (JISC Project Plan, 2008). They have to ensure quality and
standards as well.
 Manage by stages: It encourages manager to implement phases such as initial,
implementation, monitoring and closing stages so that so that it can be carrying out in
systematic manner.
CONCLUSION
From the above report it can be concluded that project management is essential tool that can
support in completing any project within specified period of time and quality. Risk management
plan plays significant role in project management because by this way individual can identify
risk and can make strategies to minimize issues. In order to complete of refurbishment the
teaching rooms and computer labs project manager needs to pay attention on budget and have to
monitor activities. This will help in proving high quality lab and creating quality learning
environment to students.
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REFERENCES
Books and Journals
Cudney, E. A. and Gillis, W. L., 2016. Quality Function Deployment Implementation in
Construction: A Systematic Literature Review. Frontiers of Engineering Management.
3(3). pp.224-230.
De Angelis, E. and et.al., 2015. The Brescia Smart Campus Demonstrator. Renovation toward a
zero energy classroom building. Procedia engineering. 118. pp.735-743.
De los Ríos-Carmenado, I.G.N.A.C.I.O., Lopez, F.R. and Garcia, C.P., 2015. Promoting
professional project management skills in engineering higher education: Project-based
learning (PBL) strategy. International journal of engineering education. 31(1). pp.184-
198.
Dzeng, R. J., Wang, W. C. and Hsiao, F. Y., 2015. Function-space assignment and movement
simulation model for building renovation. Journal of Civil Engineering and Management.
21(5). pp.578-590.
Enshassi, A., Mohamed, S. and Madi, I., 2015. Cost estimation practice in the Gaza Strip: A case
study. IUG Journal of Natural Studies. 15(2).
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Jimoh, R. A. and Adama, S. M., 2014. Assessment of contingency sum in relation to the total
cost of renovation work in public schools in Abuja, Nigeria. Int J Manag Stud Res. 2(10).
pp.55-63.
Jradi, M., Veje, C. T. and Jørgensen, B. N., 2018. A dynamic energy performance-driven
approach for assessment of buildings energy Renovation—Danish case studies. Energy
and Buildings. 158. pp.62-76.
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Mørck, O. C. and Paulsen, A. J., 2014. Energy saving technology screening within the EU-
project “School of the Future”. Energy Procedia. 48. pp.1482-1492.
Online
JISC Project Plan. 2008. [Online]. Available through <
https://www.bolton.ac.uk/Projects/JISC/ECCILES/project%20plan.pdf>
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