Project Management: PID and Stakeholder Analysis

This report is based on a project of business School at Roehampton University is planning a full refurbishment of its teaching rooms and computing labs in the Queen’s Building to ensure students and staff all have an excellent learning environment and access to the latest technology to support their studies and teaching.

Project Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1 - PID and Stakeholder Analysis........................................................................................1
TASK 2 - Risk Register...................................................................................................................7
TASK 3 – Gantt Chart...................................................................................................................11
TASK 4 – Short Report..................................................................................................................12
a) Importance of risk management for the project....................................................................12
b) Potential relevance of PRINCE 2.........................................................................................13
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15

INTRODUCTION
Project management is related to planning, implementing and completion of a specific
project. It is done to achieve particular goals and objectives. Its main aim is to improve the
business operations or to help in growth and development of a nation. In project management, all
activities are monitored and controlled by the manager to measure its performance (Anastasova
and Sarafanov, 2016). This helps in effective completion of project in specific time scale. This
report is based on project of business School at Roehampton University is planning a full
refurbishment of its teaching rooms and computing labs in the Queen’s Building to ensure
students and staff all have an excellent learning environment and access to the latest technology
to support their studies and teaching. Also, it will describe risk assessment plan and project
initiation document. Besides this, it will show importance of risk management plan and its role.
TASK 1 - PID AND STAKEHOLDER ANALYSIS
PID is a document that consists of all project related activities including starting and
completion of project. It is circulated to all people who are involved in project management. This
helps in identifying what activities will be performed by whom and at what time (Sage, Dainty
and Brookes, 2014). It also consists of all parameters and overview of entire project plan. This
project is based on implementing information and communication technology in Roehampton
University. So, the project plan is described as below:
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Project Charter
Project Title Refurbishment of its teaching rooms and computing labs in the Queen’s
Building at Roehampton University.
Project
Description
Queen's school wants to develop rooms and labs to provide quality education
and excellent environment to teachers and students to learn and grow.
Project
Manager
Ben Stokes Date Approval 21/6/2018
Project Sponsor Managing Director Signature
Business Case Expected Objectives
The queens building in Roehampton University
is planning to refurbishment of its teaching
rooms and computing labs. It will include
installing new hardware, software and
infrastructure in their campus. This is done to
provide quality education to students. Also, to
provide staff new technique to create learning
environment (Gacasan and Wiggins, 2017).
This will also include refurbishment of
classrooms and furniture. For this, school will
hire a local IT expert for looking after the
overall campus. The estimated budget of
overall project is 500000 Euro. It will include
overall project activities that has to be
completed (Elbanna, 2015).This project should
 To redesign classrooms and computer
labs to provide quality education to
students.
 To provide high quality tools and
equipment's to teachers.
 To use high quality and advance
technological resources.
 To complete project before summer
break and in allocated budget.
 To monitor work progress in order to
maintain quality and efficiency of
project (Andler, 2016).
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be completed before summer break.  To refurbish computer lab of campus
and installing all IT equipment to
enhance the quality of learning and
education.
Key Team Members Milestones
Name Role Key
Milestones
Start Date End Date
Mark web, Mathew
Shawm and Charles
Mason
Supervisor Starting
project
14/06/18 17/10/18
Ben parker, Alex
Smith and Chirsten
Eriksen
Services Engineers Business
Requirement
18/03/18 12/05/18
Alex sanchez, Tim
Wood, Johny Ray and
David Smith
Information and
Technology Expert
Design 08/02/18 10/08/18
Lavina Watson The Architect Development 13/03/18 17/17/18
James Brady Financial Advisor Testing 02/04/18 05/05/18
Natasha Jain, Mark
Cletenberg
Decorators Deployment 20/09/2018
Tim Cook Labour head Work
Stakeholder Analysis
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It is a process of gathering information about interest of stakeholders. With this it
becomes easy for project manager to develop plans accordingly. Moreover, by this stakeholder
needs are identified that helps in giving direction to project. The stakeholder analysis of given
project is described as below:
Stakeholders Priorities Interest
Project Sponsor High High
Project manager High High
Project Client High High
Supervisors Moderate High
Financial Advisors Moderate Low
Information and Technology
Experts
Moderate High
Service Engineers Moderate Low
Contract Labours Low Low
Architect Moderate High
Decorators Low Moderate
Role of each stakeholder
1. Project Sponsor: This person is responsible for passing the budget and act as managing
director of project. Also, he provides information about different areas in which project
needs improvements.
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2. Project manager: He plays vital role in project. He is responsible for managing and
controlling the overall activities of project (vom Brocke and Lippe, 2015). He develops
plans and monitors performance of project and team members. In entire project, manager
performs various roles.
3. Team Members: They are responsible for performing project activities in order to meet
goals and objectives. Team members consists of IT experts, service engineers, etc. They
perform different roles according to their skills and abilities. Besides this, they provide
efficiency in project.
4. Contract Labours: They are daily wage labour who performs task that is assigned by
their supervisors. Without them project can not be completed (Colin and Vanhoucke,
2015).
5. Project Client: In this project is assigned by business school. So their role is to provide
budget to project manager. Also, they can recommend some suggestions or changes in
the project if needed.
Budget Plan
It describes the total budget of project. The total budget estimated is 500000 Euros. Its
allocation is given below:
Task Cost
Labour cost 100000
Training 15000
Equipment 100000
IT tools and equipment's 200000
Furniture 50000
Salary 35000
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Total £500000
6
15000
100000
200000
50000
35000
Training
Equipment
IT tools and equipment's
Furniture
Salary

TASK 2 - RISK REGISTER
A risk register is also known as a Risk Log which is a master document which is
established during the early stages of the project (Silvius and Mooi, 2017). The risk register is an
important tool which helps the project manager to anticipate risk and form alternative strategies
in order to reduce it efficiently. In this context, the risk register describing ten types of risk which
can be predicted in the refurbishment project is described as below:
Risk Nature OCCURRENCE Event Mitigation
strategy
Resource Risk Resource risk can
be faced during
the project due to
shortage of
resource or lack
of supplies.
Lack of adequate
planning and
allocation of
resources gives
rise to this issue.
High Project manager
needs to carefully
plan and allocates
the resources.
Furthermore, a
backup of essential
resources must be
maintained in order
to prevent lack of
supplies. This
strategy will aid in
reducing the risk of
resources
efficiently.
Absenteeism
risk
High staff or
labour turnover.
Due to lack of
motivation and
satisfaction,
employees and
labour will begin
Medium Project manager
needs to ensure that
the needs and
expectations of
employees as well
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to take leaves
more frequently.
as labour are
fulfilled. Team
cohesion can be
effective strategy
which boost up the
motivation of the
employees.
Scope risk Project will not
able to deliver
what it is meant
for.
The scope risk is
high and can
impact on the
whole project. If
client is not
satisfied with the
completed project
than it implies the
project manager
fails to
accomplish the
goals and
objectives.
High In order to prevent
scope risk, the
project manager
needs to ensure that
clear understanding
of goals and
objectives has been
made in the staff
and team members.
Financial Risk Poor financial
planning, Lack of
budget.
There can be
circumstances
where project
manager can face
financial issues
and risk due to
inadequate
High In order to respond
financial risks
proper
management of
financial resources
is needed
effectively.
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planning of
budget.
Technical Risk Lack of
innovative and
effective
technologies.
Technical risks
are involved when
the not used right
and properly.
Moderate Health and safety
and other
technological
issues should be
addressed and
latest technologies
also adopted.
Supplier Risk Supplier
relationship
management.
Supplier risks
occurs when
bargaining and
other ethical
issues are
involved which
decrease
relationship bond.
Low Effective
relationship
management is
required for proper
management of
suppliers.
Stakeholders
Risk
Poor
management of
strategies and
plans.
Stakeholder risks
occurs due to the
lack of effective
strategies and
plans.
Moderate Strategies and plan
should be effective
towards proper
management of
stakeholders in
business.
Human
resource risk
Lack of resources
and skills as well
as knowledge.
Human resources
risks are involved
due to the lack of
skill and
Low Training and
development
programs should be
organised by
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knowledge of
employees.
business to prevent
from HR
management de
effective activities.
Decision
making Risk
Lack of
information and
data.
Managers and
professionals are
not able to take
right and
appropriate
decisions without
any relevant
information and
data regarding
business
resources.
Moderate Proper collection of
information and
data is needed and
should be analysed
well to drive
decision making
process effectively.
Performance
Risk
Lack of training
and development
programs.
Performance risks
occurs due to the
ineffective
knowledge,
information and
skills of
employees.
High Development
programs, correct
information, proper
management is
required to manage
performance risks
of employees at
work place.
Risk and its impact
Type of Risk Risk Degree Risk Impact
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Resource Risk 3 5
Absenteeism risk 3 3
Scope risk 2 4
Financial Risk 5 4
Technical Risk 4 3
Supplier Risk 1 2
Stakeholders Risk 3 3
Human resource risk 2 4
Decision making Risk 4 5
Performance Risk 3 1
TASK 3 – GANTT CHART
11

Task Name Duration Start Finish Predecessors
Developing PID 5 days Mon 4/23/18 Fri 4/27/18
To identify resources required 10 days Mon 4/30/18 Fri 5/11/18 1
Determining goals and
objectives 2 days Mon 5/14/18 Tue 5/15/18 2
Assigning time frame. 1 day Mon 5/14/18 Mon 5/14/18 1,2
Developing team 10 days Wed 5/16/18 Tue 5/29/18 3
Planning 2 days Tue 5/15/18 Wed 5/16/18 4
Organizing meeting 10 days Wed 5/30/18 Tue 6/12/18 4,5
Scope of project 10 days Thu 5/17/18 Wed 5/30/18 6
Data collection and gathering 15 days Wed 6/13/18 Tue 7/3/18 7
WBS structuring 5 days Thu 5/31/18 Wed 6/6/18 8
Estimation of budget 20 days Wed 6/13/18 Tue 7/10/18 7,8
Execution 2 days Wed 7/4/18 Thu 7/5/18 9
Quality assurance 15 days Wed 7/4/18 Tue 7/24/18 7,8,9
Providing training to people 10 days Thu 6/7/18 Wed 6/20/18 10
Monitoring and controlling 2 days Wed 7/11/18 Thu 7/12/18 11
Setting control measures 15 days Fri 7/6/18 Thu 7/26/18 12
Monitoring of project 10 days Wed 7/25/18 Tue 8/7/18 13
Measuring results 5 days Thu 6/21/18 Wed 6/27/18 14
Closure 1 day Fri 7/13/18 Fri 7/13/18 15
Evaluation of project 5 days Fri 7/27/18 Thu 8/2/18 16
Improving weak areas 5 days Wed 8/8/18 Tue 8/14/18 17
12

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TASK 4 – SHORT REPORT
a) Importance of risk management for the project
Risk management plan is crucial for every organisation in order to manage and control
potential risks involved in project effectively and efficiently. Risk management plan also help to
identify and determine various risks in a project which is completing in a specific time period.
The plan also monitored after the completion of project (Turner and Ledwith, 2016). In addition
to this, product developers and engineers, other functional areas including business development,
marketing, manufacturing, sales, and end-users should be an integral part of your Risk
Management process. The damage and impact of risks is also determined by managing risk
management plan effectively in the business. A risk mitigation plan is designed to eliminate or
minimize the impact of the risk events occurrences that have a negative impact on the project. In
respect to this, Business School at Roehampton University is planning a full refurbishment of its
teaching rooms and computing labs in the Queen’s Building in order to provide better techniques
and methods of teaching towards both students and teachers (Friedman and Schustack, 2016).
This will help to achieve target and goals more easily and effectively.
Apart from this, there are some risk factors that may be occurred in this process that the
business is trying and doing everything too fast and cheaply which will produce risks for the
management and future advantages.
Lack of proper work and management: New software, network infrastructure as appropriate
as well as classroom refurbishment, furniture will be made fast due to the time factor. This will
reduce the capability of resources to be there for long time in the future (Browne and Mere,
2016). This will also reach to maintenance work and reduce capital and profits.
Budget: Budget will be the focus here that to work fast, employees and management requires
effective budget. There is no time for finding alternatives that original and maximised cost will
be beard by management to do work fast and cheaply. In addition to this, some tools will be used
at cheaply prices which decrease the effectiveness of project effectively.
Lack of resources: The project will be completed but not remain effective as their will be no use
of proper and appropriate resources in business to develop and improve functions and
operational activities. This will reduce effectiveness of project and may be later it will fail due to
ineffective management and resources (Martens and et..al., 2016). This will affect the future
growth of business effectively.
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Thus, it can be said that proper management and resource are required by business in
order to drive changes that remains effective. Lack of information and techniques will reduce the
effectiveness of making changes to provide better education to students.
b) Potential relevance of PRINCE 2
It is the most common used technology. It is very beneficial for all types of projects. It
helps in completion of project in given time. It is having certain pros and cons that is described
below:
Its advantage is it helps a project manager to handle and control all activities of project.
By using this manager can manage overall activities. Moreover, it defines each team member
roles and responsibilities. Generally, it is used to handle large projects that requires lot of
resources (Liu, 2016).
On the other hand, its disadvantage is it require a lot of experience for project manager to
understand this technology. Besides this, it requires change in leadership style and skills by
managers. This enables him to manage project thus leading to affect overall project quality and
efficiency.
CONCLUSION
This report concludes that project management is very critical task to be performed.
Project manager is assigned various roles in completion of project. In this context project is
based on full refurbishment of its teaching rooms and computing labs in the Queen’s Building at
Roehampton University. It has to be completed in given budget and in given deadline. The
project manager will ensure monitoring and efficiency of project. Moreover, Prince 2 technology
can also be used in completing it. It will define each member role and responsibilities.
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REFERENCES
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