Project Management Services by Project Managers

Running head: PROJECT MANAGEMENT
Business relocation
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Table of Contents
1. Communication plan, WBS and RACI........................................................................................2
1.1 Stakeholder prioritization matrix...........................................................................................2
1.2 Project communication matrix...............................................................................................3
1.3 Work breakdown structure....................................................................................................6
1.4 RACI Chart............................................................................................................................9
2. Time estimation.........................................................................................................................12
2.1 Timeline reporting...............................................................................................................14
3. Risk and quality management....................................................................................................15
3.1 Risk identification................................................................................................................15
3.2 Quality.................................................................................................................................16
4. Change management..................................................................................................................18
5. Project close...............................................................................................................................19
5.1 Transition plan.....................................................................................................................20
5.2 Close procurement...............................................................................................................21
5.3 Knowledge management.....................................................................................................21
5.3 Lessons learnt......................................................................................................................22
6. Customer feedback....................................................................................................................22
Bibliography..................................................................................................................................24

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PROJECT MANAGEMENT
1. Communication plan, WBS and RACI
1.1 Stakeholder prioritization matrix
Stakehold
er
What is
the
stakehold
er’s main
issue?
Pow
er
Inter
est
Influe
nce
Impa
ct
Urgen
cy
Legitim
acy
Tot
al
Priori
ty
Project
manager
Improper
manageme
nt of the
project.
1 3 1 1 3 2 11 Mediu
m
Project
CEO
Lack of
focus on
the project
1 3 2 1 1 1 9 Mediu
m
Operationa
l manager
Improper
packing of
computers
,
telephones
and
different
types of
3 1 3 3 1 2 13 High

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PROJECT MANAGEMENT
laptops.
Administra
tive
manager
Problems
in
determinin
g new
premises
3 1 3 3 1 2 13 High
Workers Improper
movement
of the
server
1 3 2 1 1 1 9 Mediu
m
HR
manager
Hiring of
inexperien
ced team
members
1 3 1 1 3 2 11 Mediu
m
Financial
manager
Improper
manageme
nt of
project
budget
1 3 2 1 3 2 12 Mediu
m
1.2 Project communication matrix
Stakeholder Learn from
stakeholder
Share with
stakeholder
Timing Method Owner
Project N/A The project 9.am Meeting Team leader

4
PROJECT MANAGEMENT
manager manager
generally
shares
information
about the
project
objectives as
well as goals
so that the
project
manager can
undertake the
project
effectively.
Operational
manager
N/A The
operational
manager
discuses
strategies that
the worker
must use
while moving
the resources
9.am Meeting,
email
Workers

5
PROJECT MANAGEMENT
of the
organization
to the new
office.
Workers The workers
learnt
strategies for
managing
issues which
they
generally
face during
the
movement of
the server.
The worker
generally the
issues that
they face
while moving
the server to
the team
leaders.
9.am Meeting,
email
Team leaders
Financial
manager
N/A The financial
manager
discusses the
financial
issues that
they
generally
face during
10 a. m Email Team leaders

6
PROJECT MANAGEMENT
the progress
of the
project.
1.3 Work breakdown structure
[Business relocation]
1. Charter sign off
2. [Project initiation phase]
2.1 Developing business plan
2.2 Cost benefit analysis
2.3 Project charter development
2.4 Recruitment of project team
3. [Project planning phase]
3.1 Identification of project need
3.2 Collecting different project details
3.3 Getting approval from the project
3.4 Development of project plan
3.5 Development of resource plan
3.6 Creating proper plan for relocation
3.7 Quality plan development

7
PROJECT MANAGEMENT
3.8 Proper report for managing risks
3.9 Creating draft for the project
4. [Project execution phase]
4.1 Determining new premises
4.2 Making arrangement for movement
4.3 Packing computers, telephones as well as laptops
4.4 Moving the server of the company
4.5 Setting computers as well as telephones
5. [Project closure phase]
5.1 Getting sign off from stakeholders
5.2 Documentation of the project
Project name: Business relocation
Work packages Duration Start Finish
Business relocation 30 days Mon 20-01-20 Wed 26-02-20
Project initiation phase 6 days Mon 20-01-20 Mon 27-01-20
Developing business plan 2 days Mon 20-01-20 Tue 21-01-20
Cost benefit analysis 1 day Wed 22-01-20 Wed 22-01-20
Project charter development 2 days Thu 23-01-20 Fri 24-01-20
Recruitment of project team 1 day Mon 27-01-20 Mon 27-01-20
Milestone 1: Completion of initiation 0 days Mon 27-01-20 Mon 27-01-20

8
PROJECT MANAGEMENT
phase
Project planning phase 11 days Tue 28-01-20 Tue 11-02-20
Identification of project need 1 day Tue 28-01-20 Tue 28-01-20
Collecting different project details 1 day Wed 29-01-20 Wed 29-01-20
Getting approval from the project 1 day Thu 30-01-20 Thu 30-01-20
Development of project plan 2 days Fri 31-01-20 Mon 03-02-20
Development of resource plan 1 day Tue 04-02-20 Tue 04-02-20
Creating proper plan for relocation 1 day Wed 05-02-20 Wed 05-02-20
Quality plan development 2 days Thu 06-02-20 Fri 07-02-20
Proper report for managing risks 1 day Mon 10-02-20 Mon 10-02-20
Creating draft for the project 1 day Tue 11-02-20 Tue 11-02-20
Milestone 2:Completion of planning
phase
0 days Tue 11-02-20 Tue 11-02-20
Project execution phase 11 days Wed 12-02-20 Mon 24-02-20
Determining new premises 3 days Wed 12-02-20 Fri 14-02-20
Making arrangement for movement 4 days Mon 17-02-20 Thu 20-02-20
Packing computers, telephones as well as
laptops
1 day Fri 21-02-20 Fri 21-02-20
Moving the server of the company 2 days Sat 22-02-20 Sun 23-02-20
Setting computers as well as telephones 1 day Mon 24-02-20 Mon 24-02-20
Milestone 3: Completion of execution
phase
0 days Mon 24-02-20 Mon 24-02-20

9
PROJECT MANAGEMENT
Project closure phase 2 days Mon 24-02-20 Wed 26-02-20
Getting sign off from stakeholders 1 day Tue 25-02-20 Tue 25-02-20
Documentation of the project 2 days Tue 25-02-20 Wed 26-02-20
Milestone 4: Completion of closure
phase
0 days Mon 24-02-20 Mon 24-02-20
1.4 RACI Chart
WB
S
code
Activity
Name
Project
manage
r
Operation
al
manager
Administrati
ve manager
Worker
s
HR.
manage
r
Financi
al
manage
r
1.1
Developi
ng business
plan
R, A I C
1.2
Cost
benefit
analysis
C, I R, A
1.3
Project
charter
development
R, A C I
1.4
Recruitm
ent of project
team
C I R, A

10
PROJECT MANAGEMENT
2.1
Identifica
tion of
project need
C I R, A
2.2
Collectin
g different
project
details
I C R, A
2.3
Getting
approval
from the
project
R, A C, I
2.4
Develop
ment of
project plan
R, A I C
2.5
Develop
ment of
resource plan
C I R, A
2.6
Creating
proper plan
for relocation
R, A I C
2.7
Quality
plan
development
C I R, A

11
PROJECT MANAGEMENT
2.8
Proper
report for
managing
risks
C I R, A
2.9
Creating
draft for the
project
R, A I C
3.1
Determin
ing new
premises
I C R, A
3.2
Making
arrangement
for
movement
I A C R
3.3
Packing
computers,
telephones as
well as
laptops
I A C R
3.4
Moving
the server of
the company
I A C R
3.5 Setting I A C R

12
PROJECT MANAGEMENT
computers as
well as
telephones
4.1
Getting
sign off from
stakeholders
A, I C R
4.2
Documen
tation of the
project
R, A I C

13
PROJECT MANAGEMENT
2. Time estimation
WBS Task Name Predecessors Duration
Explanation
of duration
0 Business relocation 30 days
1 Project initiation phase 6 days
The initiation
will get
completed 6
days of time.
1.1 Developing business plan 2 days
1.2 Cost benefit analysis 2 1 day
1.3 Project charter development 3 2 days
1.4 Recruitment of project team 4 1 day
2 Project planning phase 11 days
The planning
phase will get
completed 11
days of time.
2.1 Identification of project need 5 1 day
2.2 Collecting different project details 8 1 day
2.3 Getting approval from the project 9 1 day
2.4 Development of project plan 10 2 days
2.5 Development of resource plan 11 1 day

14
PROJECT MANAGEMENT
2.6
Creating proper plan for
relocation
12 1 day
2.7 Quality plan development 13 2 days
2.8 Proper report for managing risks 14 1 day
2.9 Creating draft for the project 15 1 day
3 Project execution phase 11 days
The execution
will get
completed 11
days of time.
3.1 Determining new premises 16 3 days
3.2
Making arrangement for
movement
19 4 days
3.3
Packing computers, telephones as
well as laptops
20 1 day
3.4 Moving the server of the company 21 2 days
3.5
Setting computers as well as
telephones
22 1 day
4 Project closure phase 2 days
The initiation
will get
completed 2
days of time.
4.1 Getting sign off from stakeholders 23 1 day

15
PROJECT MANAGEMENT
4.2 Documentation of the project 23 2 days
2.1 Timeline reporting
Project name: Business relocation
Past Time period
Milestones Approved plan Actual progress Variances Causes
Completion of
initiation phase
Yes Completed No variances N/A
Completion of
planning phase
Yes Completed No variances N/A
Current time
period
Plan until next
report
Risks before
next report
Issues before
next report
Changes to be
approved
Moving the
resources
Setting up of the
computers and
telephones
Problems in
moving the
resources.
Inexperienced
team members
Yes
Future time period
Milestones Plan to
completion
Risks after next
report
Issues after next
report
Execution phase It will be
completed by
24th February
Problems in
moving the
resources.
No issue
Closure phase It will be
completed by
24th February.
Documentation
of the project is
not prepared
N/A

16
PROJECT MANAGEMENT
properly.
3. Risk and quality management
3.1 Risk identification
Risk
description
Impact Category Probabilit
y
Impact Scor
e
Mitigation
strategy
It is found
that slippage
of project
schedule
generally
causes delay
The
completion
date of the
project
generally gets
extended.
Time High High 5 Utilizing
EVM helps
in keeping
track on the
time of the
project for
avoiding the
issue of
delay.
The team
members who
are working
in the office
relocation
project are
unable to
manage
resources
A number of
financial
risks
generally
occur in the
project.
Budget High Extreme 5 Managemen
t of project
resources
from the
initial phase
of the
project is
necessary
for avoiding

17
PROJECT MANAGEMENT
then budget
shortfall may
occur.
budget
shortfall.
Inexperience
d team
members
If the team
members are
inexperience
d then the
objectives off
the project
will not meet
Managemen
t
Moderate Moderat
e
3 It is
necessary to
hire
experienced
team
members.
3.2 Quality
Quality tool Explanation
Flow chart It is used as one of the improvement tools for
analyzing different series of events in the
project.
Cause and effect diagram The cause and effect diagram is utilized for
determining the risks in the project
Pareto charts The pareto charts are helpful in reflecting the
cash flow of the project over the time period.
Project
deliverables
Work processes Quality control
activities
Quality
assurance
activities
Quality roles
and
responsibilities
Development of 1. Management It is necessary to If the resource HR manager

18
PROJECT MANAGEMENT
resource plan of resource
plan
2. Review of
resource plan
review the
resource plan so
that it would
include all the
project details.
plan is helpful in
managing the
resources
effectively then
it can be assured
that the plan is
created
effectively.
takes the
responsibility of
managing the
resource plan.
Making
arrangement for
movement
1. Arrangement
for making
movement.
2. Undertaking
movement of
resources.
It is quite
necessary to
relocate the
resources within
Saturday and
Sunday.
If the workers
can be able to
work effectively
on Monday then
it can be ensured
that the work
gets completed
on time.
Operational
manager takes
the entire
responsibility of
moving the
resources.
Cost benefit
analysis
1. Arranging
details related
with the project.
2. Undertaking
feasibility
analysis
It is important
to under
feasibility with
the help of
experienced
team members.
If the project
gets completed
on time then it
can be ensured
that cost benefit
analysis is
undertaken
Financial
manager is
mainly hired for
managing the
project
feasibility.

19
PROJECT MANAGEMENT
properly.
4. Change management
Project: Business relocation
Date: 20-01-2020
Person Proposing change: Project manager
Description of change: As the cost of the resources increases in the market, the total budget
of the project also increases.
Why needed: The change is needed as the prices of the resources in the market generally
ensconces.
Impact on project scope: The scope of the project increases due to increase in the budget.
Impact on deadline dates: No impact on the project deadline
Impact on budget: The total budget of the project generally increases.
Impact on quality: No impact on the project quality.
Impact on risk: There is high chance of occurring financial risk on the business relocation
project.
Impact on team: No impact on the project quality.
Date approved: 20-01-2020
Project manager: <Please Fill>
Sponsor: <Please Fill>
Customer: <Please Fill>
5. Project close
Item Who Target Completion

20
PROJECT MANAGEMENT
date date
Developing business plan Project manager
Mon 20-01-
20
Tue 21-01-20
Creating proper plan for
relocation
Administrative manager
Wed 05-02-
20
Wed 05-02-20
Quality plan development Hr. manager
Thu 06-02-
20
Fri 07-02-20
Proper report for managing
risks
Hr. manager
Mon 10-02-
20
Mon 10-02-20
Creating draft for the project Financial manager
Tue 11-02-
20
Tue 11-02-20
Determining new premises
Administrative manager, New
office charge[1]
Wed 12-02-
20
Fri 14-02-20
Making arrangement for
movement
Operational manager
Mon 17-02-
20
Thu 20-02-20
Packing computers,
telephones as well as laptops
Operational manager, Workers,
Packing cost[1]
Fri 21-02-
20
Fri 21-02-20
Moving the server of the
company
Operational manager, Workers,
Moving cost[1]
Sat 22-02-
20
Sun 23-02-20
Setting computers as well as
telephones
Operational manager, Workers
Mon 24-02-
20
Mon 24-02-20

21
PROJECT MANAGEMENT
Documentation of the
project
Administrative manager, Project
manager
Tue 25-02-
20
Wed 26-02-20
5.1 Transition plan
Project: Business relocation
Date: 20-01-2020
Prepared by: Project manger
Current project situation: On progress
Remaining work schedule:
 Packing computers, telephones as well as laptops
 Moving the server of the company
 Setting computers as well as telephones
 Getting sign off from stakeholders
 Documentation of the project
Risks remaining:
 Management of project schedule
 Management of project budget
5.2 Close procurement
The procurements are generally closed when the entire contract gets completed or when
the entire contract gets terminated before the completion of the work. The work which will be
performed during the closure of the procurement phase is generally elaborated below:
 Product verification: It generally involves checking of all the work that will be done
quite correctly as well as in a very much satisfactory manner.

22
PROJECT MANAGEMENT
 Negotiated settlement: With the help of this step, proper as well as final settlement of all
the different types of claims as well as invoices are generally done.
 Financial closure: It generally involves proper final payments as well as completion of
the various types of cost records.
 Procurement audit: It is considered as one of the structured views of different types of
procurement-based procedures.
 Lessons learnt: The lessons which are learnt are generally documented within the entire
project quite successfully.
5.3 Knowledge management
While undertaking the project, it is necessary to keep oneself involved with the team
members and discuss the strategies as well as issues which are required for successful execution
of the project. Proper discussion with the project team helps in reflecting the ways as well as
strategies that the team uses in order to achieve the objectives of the project. Additionally, the
challenges that they are face are also needed to be discussed with the entire team of the project.
Moreover, the important lessons about project management must be kept in mind so that while
involving in other projects, the learnings can be utilized for achieving the project goals.
5.3 Lessons learnt
After undertaking the entire project successfully, I have learnt about the different project
management strategies that are used by the team members for managing the project quite
effectively. In addition to this, proper PM strategies are helpful in ensuring that what is being
delivered is helpful in achieving success in the project. Moreover, proper management of budget
and time of the project are helpful for achieving the project goals effectively.

23
PROJECT MANAGEMENT
6. Customer feedback
Item Rating (1=Poor, 2=OK; 3=
Excellent
Comments= how can we
improve?
Quality of the deliverables 2 N/A
Compliance with schedule 2 N/A
Budget performance 1 It is necessary to hire
financial manager who are
experienced so that they can
be capable of estimating the
budget effectively.
Stakeholder relationship
management
2 N/A
Communication management 1 It is necessary to arrange
proper meeting with the team
members for avoiding
communication gap between
the team.
Overall rating 2

24
PROJECT MANAGEMENT
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PROJECT MANAGEMENT
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