Project Management Tools Assesment

Running Head: PROJECT MANAGEMENT
Project Management
Name of the Student
Name of the University

1PROJECT MANAGEMENT
Part A – Planning
Imagine you are the owner of a café in Melbourne’s CBD with two other partners. Due to
the extremely high rent, you are no longer able to afford to run the business, so you consult with
an expert who will advise you on how to run the business successfully. The expert suggested that
you move to a suburb where the rent is affordable. You and your partners like the idea and
decide to move to a new location, but before moving you must prepare a report with the help of
your partners considering the points listed below.
1. Briefly introduce your project by defining the parameters/scope of the project,
including: - Project name; - Project period; - Project objectives; - Project stakeholders; - Project
budget; and - Resource requirements and allocation.
The scope of the project is relocating the café to a suburb location in order to reduce the
rent of the space and gather profits from the business. Other details are specified below.
Project Name – Café relocation to a suburb location with much lesser rent for the space
Project Period – 3 months
Project Objectives – To increase the profit margin by reducing the amount of rent paid
every month for the café space
Project Stakeholders – Three partners, café manager, café staff
Project Budget - $100,000
Resource Requirements and Allocation – Basic amenities and facilities required for
setting up the café (furniture and cooking equipments are already available)

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2. Break down your project objectives by creating milestones and drawing a Gantt chart
to represent the following: - Deliverables; - Work breakdown; - Budget and allocation of
resources; - Timelines; - Risk management; and - Recordkeeping and reporting.
The deliverables, work breakdown and milestones are shown in the following Gantt
chart.
Figure: Project Gantt Chart
(Source: Created by Author)
The risks and the budget are further discussed under the next headers.
3. Identify one (1) Work Health and Safety (WHS) related risk and create a risk
management matrix to record your strategies including responsibilities to manage these risks.
One WHS related risk includes fire hazard that can cause severe or even fatal injuries.
The risk register is developed as follows.
Risk Probability Impact Management Strategy

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Fire, Electrical Hazards Medium Very High Installation of
insulators, use of safety
gears
Lack of business in the
new area
High High Conduct marketing and
promotions through
digital and social media
Budget overshoot Medium High Use the contingency
budget to recover
additional costs
4. Develop a project budget and discuss it with your partners for approval.
The project budget is developed in the following table.
Resource / Requirements Budget
One Time Security Deposit $25,000
First Month Rent $10,000
Refurbishment of Rented Space $25,000
New Amenities and Facilities $15,000
Workers’ Charges $15,000
Contingency Fees $10,000
TOTAL $100,000

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5. Discuss with your partners whether they are clear about their responsibilities and
project requirements and consult with them regarding the next step in the planning process.
The partners need to understand their roles in the proposed project and must ensure their
responsibilities are sufficiently fulfilled. Since the café is a very small business with very few
stakeholders, it is important the partners fulfill their roles so as to ensure the project is completed
successfully.
6. What are the stakeholder’s resources and strengths that can help address the problem
that the project strives to solve? What are the stakeholder’s needs and vulnerabilities that the
project attempts to bridge?
The project requires reduction of the operational costs so as to increase the profit margin
of the café. The stakeholders need to understand that in addition to the rent of the space, other
operational costs also need to be reduced to maintain sufficient and sustainable profit margin
from the business.
On the other hand, the project attempts to increase and enhance the skillsets of the
stakeholders for improved management techniques and strategies such the project is cost
effective with sufficient amount of cost benefit generated.
7. What are the desired outcomes for the stakeholder as a result of project
implementation?
As a result of project implementation, the stakeholders should have a better
understanding of proper strategy development that enhances the existing business and also
ensures generation of sufficient profit margin.

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8. How strong is the stakeholder’s influence to impact the direction and outcome of the
project? i.e. High/Medium/Low
High
9. Identify three main output for this project.
The three main outputs for this project are as follows.
 New café set up at a suburban location
 New operational strategy for the café
 New information system for increasing efficiency of business and reduction of
operational costs
Part B – Implementing and Monitoring
You and your partners have found a new location to open your café but before opening
the business you need approval from the council. Once you’ve gained approval to open the café,
the next step is to implement and monitor the plan. You and your partners must implement the
project plan you finalised in Part A by considering the following points below:
1. Identify three (3) types of data for record keeping. How would you ensure financial
record keeping is complete and accurate?
The three types of data for record keeping are as follows.
 Inventory Data
 Personal Data (of staff and clients)
 Accounts Data

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Implementation of information will significantly help in entry of all types of data into the
computer instead of using manual paper records. Cloud subscription can be purchased such that
all types of data can be managed and stored in the cloud server easily without any chances of
errors or issues.
2. Develop three (3) strategies you could use to implement and monitor the plan for
managing project finances, resources and quality.
For managing project finances, resources and quality, the following three strategies are
suitable.
i. Cost Control – Monitor the expenses and ensure there are no unnecessary costs
associated with the project.
ii. Vendor Selection – Select appropriate vendor considering their presence in the
industry and reliability of the products supplied by them.
iii. Quality Standards – Set appropriate quality standards that are applicable for the
project.
3. Review with your partners the project outcomes with your project scope and the plan
you prepared in part A.
Review process will be conducted once the project is completed and handed over by the
project team.
4. Check your risk management matrix prepared in Part A and ensure your project
outcomes are met and deliverables are achieved.

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Once the project is complete and ready for review, the entire project must be checked to
ensure that all the specified outcomes are met. Moreover, each of the deliverables specified must
also be achieved in the project such that the project can be marked as successfully and can be
closed by signing off.
Knowledge Short Answer Questions
1. Give two examples of project management tools and describe how they contribute to a
project.
Two examples of project management tools are work breakdown structure and Gantt
chart. A work breakdown structure is used to split the entire project into a number of separate but
interconnected activities that helps to simplify the work requirements of a complex project. On
the other hand, the Gantt chart is used for scheduling each activity as specified in the work
breakdown structure so that the total duration of the project can easily be estimated.
2. Describe at least five (5) types of documents and other sources of information
commonly used in defining the parameters of a project.
The five types of documents are as follows.
Project Schedule – Used to specify the overall estimated schedule for the project
Project Budget – Used to specify the overall budget for the project
Project Charter – Used to specify project scope (high level), assumptions and constraints
Communication Plan – Used to specify the modes and frequency of communication
between the stakeholders associated with the project

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Project Status Report – Used to report the project progress to stakeholders and the project
manager
3. Describe three (3) examples of risk review processes to identify and manage risk in a
project.
The three examples of risk review processes include the following.
Team meeting
Project review
Personal interview of project team members
5. Based on the project you have developed in above assessment, explain what
organization’s procedures and processes you need to follow related to: Lines of authority and
approvals, Quality assurance, Human resources, Budgets and finance, Recordkeeping, Reporting.
Lines of authority and approvals include new business license and approval from the
authority to rent space and operate business at the selected location.
Quality assurance includes quality of materials used in the project as well as the quality
of work provided by the workers in the project.
The organisation must ensure the human resources are assigned to the project activities as
per their skill sets and work experience.
The organisation needs to set the budget at a particular limit that must not be exceed at
any cost in order to prevent financial losses for the company.

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For record keeping, the organisation needs to utilise information system that includes
cloud subscription for storage and management of data.
Weekly reporting is required for updating the partners regarding the progress of the
project.
6. What are the project work health and safety requirements that apply to the project you
have developed in above assessment? Also explain two (2) other legislative and regulatory
contexts related to this project.
The café includes the kitchen that is the source of fire hazard and also other hazards can
occur like electrical hazards. The project work health and safety requirements include use of
protective gears during work and installation of fire and electrical insulators in order to minimise
the chances of hazards.
Legislative Contexts:
 Food Act 2001
 Taxation Act 2003
Regulatory Contexts:
 Food Regulation 2002
 Children and Young People Act 2008
7. Explain what an organisational chart is and how it can help you to ensure project team
members know their responsibilities.

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An organisational chart is a diagrammatic representation of the stakeholders and project
teams and the authoritative hierarchy that is applicable for the scenario. This chart helps to
determine all the project team members associated with the project and which team members are
answerable to whom.
8. Name three different ways you can support a team.
Three different ways to support a team are as follows.
 Guidance
 Cooperation
 Coordination
9. How can you check you have achieved deliverables?
In order to check if the deliverables are achieved, the project is to be reviewed at every
milestone point. Once it is found that the required deliverables have been achieved, further
proceeding with the project is then allowed.
10. How can you help to ease the transition of staff involved in the project to new roles or
reassignment to previous roles?
The staff should be allowed some flexibility and additional time for adapting with the
new role. Moreover, appropriate guidance can also be provided in order to ensure the staff
understands the change requirements and the work required for the new role.
11. How can you document lessons learned from the above assessment and what
particular areas might you focus on?

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The lessons learned in this case include various project management techniques as well
as other requirements associated with a project. These can be documented in the form of a
project report. Some particular areas to focus on include schedule and budget development
techniques, making appropriate assumptions, identifying constraints and others.