BSBPMG522 Project Administer Report: Office Refurbishment Project

This project administer report details the renovation of a 200m2 office space, outlining the project's introduction, goals, and organizational requirements. It covers stakeholder management, work breakdown structure, resource planning, project monitoring, and risk management. The report includes ...Read More

DIPLOMA OF BUSINESS
MANAGEMENT
TABLE OF CONTENT

S
ASSESSMENT 2.......................................................................................................................1
Project Administer Report..........................................................................................................1
Project Title............................................................................................................................1
Introduction of Project............................................................................................................1
Goals and Objectives..............................................................................................................1
Organisational Requirements.................................................................................................1
Stakeholders...........................................................................................................................1
Work breakdown structure.....................................................................................................2
Resource Planning..................................................................................................................2
Project Monitoring..................................................................................................................3
Risk Management...................................................................................................................3
Project Budget........................................................................................................................4
Team support..........................................................................................................................4
Project Deliverables................................................................................................................4
Conclusion and Recommendation..........................................................................................5
Reference................................................................................................................................5
ASSESSMENT 3.......................................................................................................................6
1. Review Project Planning Document......................................................................................6
2. Team roles delegation............................................................................................................6
3. Project Sponsor report............................................................................................................6
4. In consultation with team members.......................................................................................8
a) Review Project outcomes...................................................................................................8
b) Review Team Processes.....................................................................................................8
c) Review the project management tools................................................................................8
d) Lessons learned from Project.............................................................................................8
5. Post project Review................................................................................................................8
a) Review of project aims.......................................................................................................8
b) Review of team processes..................................................................................................9
c) Review of project management tools.................................................................................9
d) Lessons learned..................................................................................................................9
e) Recommendations for implementation of future projects..................................................9

6. Submit Documentations.........................................................................................................9
a) Finalise the implementation of project...............................................................................9
b) Review the project outcomes against the project scope and plan....................................10
c) Project Outcomes document.............................................................................................10
REFERENCES.........................................................................................................................12
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ASSESSMENT 2
PROJECT ADMINISTER REPORT
Project Title
To refurbish the 200m2 office space
Introduction of Project
The current project is about the renovation of office space whose area is of 200m2, as
the motive of the owner is to upgrade its previous space as according to the trend running in
the market. With the help of renovations, an individual can modify its place as per the latest
fashion and trend by changing the entire look of the place.
Goals and Objectives
 To renovate the old office space
 To satisfy the user by changing the entire look of the office
 To change the interior of the office
Organisational Requirements
It is essential for a project manager to follow all the ethical codes and conduct before
renovating an office space. It is integral to follow all the ethical principles and the anti-
discrimination legislation of a particular areas1. The current requirement for this project is of
office space renovation. For renovating the office space the local codes and practices need to
be followed by a project manager. A project manager will seek permission from all the local
residents before starting its work.
Stakeholders
A stakeholder can affect the overall performance of a particular project so as in the existing
project where changes are to be entertained by a project manager due to different demands
arouses by the owner.2 The site is to be visited by the owner of the office as they did not
compromise with the end outcomes generated out of a project completed by a project
1 Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley
& Sons.
2 Andersen, E. S. and Grude, K.V., 2018. Our tribute to Rodney–And the importance of Goal
Directed Project Management. International Journal of Project Management. 36(1). pp.227-
230.
1

manager. There are various stakeholders of a current project whose involvement plays an
integral in the overall completing of this project are mention as below:
 Owner of the office
 Local residents
 Local government
 Suppliers
 Corporate body of the building
 Project sponsor
Work breakdown structure
Activities Time
Site visit 2 days
Requirements of owner in office space 4 days
Problems identification in the current place 2 days
Measurements of the office 1 day
Auto cad drawings 3 days
Wall elevations 2 days
Deciding the budget 5 days
Material selection 7 days
Furniture planning 4 days
Wall paint selection 2 days
Purchase of furniture 4 days
Lights setup 2 days
Purchase of Carpet 1 day
Office equipment 4 days
Total time required 44 days
Resource Planning
Resources are an integral part of an entity and also for the completion of a project as
the aim of a project owner is to accomplish the desired set of goals and the objectives in the
lesser time period. Without the use of resources, an entity can’t achieve its objectives within a
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stipulated time period.3 A different kind of resources required for the completion of a project
involves financial and human resources to achieve all the objectives. A fund is the basic
requirement of a project as without this the project cannot get completed. A project manager
will raise funds from the third party to fund its entire project. In this project, funds produce
from the owner of the office as the price of all the materials used in an office depends on the
overall budget of the owner. The quality of all the types of equipment, furniture and the
materials used in renovating an office depends on the budget and earning capacity of the
owner of the office. Human resources are another important resources uses by a project
manager in completing this renovation quickly as according to the stipulated timeline given
by the client. Various employees working on this project includes an architect, interior
designers, logistics suppliers, furniture owners, plywood and wood suppliers, labours to
renovate the overall office space on time.
Project Monitoring
Owner of the office will pay a visit to its office once or twice in a week to keep track
about all the project activities as their motive is to ensure the timely completion of a project
along with the high quality of materials used in the same. Monitoring of the project is done in
two ways both from the client end and from the end of a project manager. The aim of a
project manager is to deliver quality oriented services to all its clients in order to maintain its
image in the market before delivering any work. The work can be monitored by creating a
common system where all the works such as site measurements, cad drawings and client’s
requirements through email. Email is circulated to all the participants involved in a project to
complete the overall work on time with the higher level of accuracy.
Risk Management
The biggest risk involved in this particular project is related with the changing
requirement of the owner as minute changes take places in the renovation plan of office.
Changes in the requirements of the office owner will directly change the cad drawings and
wall elevations and all other plans affected due to sudden changes in the requirements and the
overall budget of the client. This risk can be controlled by informing the client about the
3 based organizing: Fertile ground, missed opportunities and prospects for closer
connections. International Journal of Project Management. 36(1). pp.121-133.
3

overall details of the project from time to time along with the pictures of the office renovation
to avoid any other complexities in the near future.
Project Budget
Particulars Cost(In $)
Site visit charges 15000
Measurements of the site 10000
Cad drawings 30000
Furniture plan and walls elevations 40000
Materials selections 10000
Fees of Interior Designers 60000
Fees of architects 30000
Total costs 195000
Team support
To complete a project, the important thing required is the support provided by all the
team members whose motive is to meet the deadline without getting late to mark its presence
in front of the client. In the current project, were work is to renovate the old office space into
new and modified place require the team collaboration right from site visiting, measuring the
area, preparing cad drawings, material selection, furniture and electrical layout, preparing
quotes of the item purchased, purchasing office equipment, preparing daily worksheet,
handling clients.4 All these responsibilities of this project are shared with all the team
members to complete the work before the stipulated time period to maintain the dignity of the
project management firm.
Project Deliverables
Project deliverables are the final outcomes generated at the end of a project that also
shows the entire efforts applied by a project manager and its team in accomplishing all the
project activities before the allocated time to all the set of activities. Project deliverables of
this project consists of various things given below:
4 Larsson, J., Eriksson, P. E. and Pesämaa, O., 2018. The importance of hard project
management and team motivation for construction project performance. International
Journal of Managing Projects in Business, 11(2). pp.275-288.
4

 Modified and refurbished office space
 Newly painted walls with fresh colours
 New office carpet lay
 Newly purchased furniture in the office
 Old office equipments such as photocopy machine and fax machine are installed in
the renovated office along with the new furniture.
Conclusion and Recommendation
It is concluded from the above project report that refurbished office space is created as
an end outcome of this particular project. The overall look of the office will get changes
during this process where the walls are newly painted, furniture gets changes and old office
equipment is used in an organized way to enhance the overall look of the place. Cozy corner
is created in the office for all the employees to focus on its work by eliminating all the
external distractions.
It is suggested to a project manager to emphasize on the limitations of this project
more precisely as this can lead to the failure of the overall project. Proactive action strategy
needs to be used by a manager to avoid all the future difficulties in advance by getting to
know about them in the advance. The motive of a supervisor is to get rid of all the
weaknesses of the current project in order to enhance the overall quality of the project where
the aim of an entity is to share all the information with the owner of the office before
implementing any changes takes places in the office plan.
Reference
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Andersen, E. S. and Grude, K.V., 2018. Our tribute to Rodney–And the importance of Goal
Directed Project Management. International Journal of Project Management. 36(1). pp.227-
230.
Keegan, A., Ringhofer, C. and Huemann, M., 2018. Human resource management and
project based organizing: Fertile ground, missed opportunities and prospects for closer
connections. International Journal of Project Management. 36(1). pp.121-133.
5

Larsson, J., Eriksson, P. E. and Pesämaa, O., 2018. The importance of hard project
management and team motivation for construction project performance. International
Journal of Managing Projects in Business, 11(2). pp.275-288.
ASSESSMENT 3
1. REVIEW PROJECT PLANNING DOCUMENT
In this stage, the project planning segment is reviewed by a project manager to
accomplish all the goals and the objectives specifically crafted for this project.5 The project
requirements are specially designed by a project manager to meet the project deadline. The
reviewing measures crafted by a project supervisor are mention as below:
 A change takes place in the overall project is tracked by the team members to convey
each and every information to the client to avoid any kind of mis-communications.
 Cad drawings are shared with the client to change the same with their demands
2. TEAM ROLES DELEGATION
Project Activities Who is responsible Time duration
Site visit Architects and Interior
Designers
7 days
Taking measurements Interior designer interns 2 days
Material Selection Interior Designer 3 days
Preparing cad Drawings Auto cad Expert 4 days
2D and 3D Walls Elevations AutoCAD and 3DSMax
Experts
6 days
Wall painting Labourers 2 days
Furniture placement Logistics 3 days
Taking Client’s approval Project manager 8 days
3. PROJECT SPONSOR REPORT
PROJECT SPONSOR REPORT
5 Daniel, P. A. and Daniel, C., 2018. Complexity, uncertainty and mental models:
From a paradigm of regulation to a paradigm of emergence in project
management. International Journal of Project Management. 36(1). pp.184-197.
6

Project Sponsor- Steven Chow Project Name- Refurbished office space
Project Summary
Current project is of office renovation of 200m2 space by modifying the old look of the office
by changing the wall paints and carpets.
Milestones
 Consent of the owner of the office space
 Permission from the corporate body of the building which is renovating
 Signing of contract
 Owner’s inspection
 Project sponsor’s inspection
Budget
Particulars Cost(In $)
Site visit charges 15000
Measurements of the site 10000
Cad drawings 30000
Furniture plan and walls elevations 40000
Materials selections 10000
Fees of Interior Designers 60000
Fees of architects 30000
Total costs 195000
Scope signoff:
This scope has been approved by: steven chow________________Project Sponsor
Department: General Manager Date: _____/_____/_____
4. IN CONSULTATION WITH TEAM MEMBERS
a) Review Project outcomes
Outcomes of the project are justified in the form of the overall budgetary performance of this
project in which the total costs incurred in this project is $195000 which is very high for the
client that needs to be improved to get rid of this difficulty.6
6 Gemünden, H. G., Lehner, P. and Kock, A., 2018. The project-oriented organization
and its contribution to innovation. International Journal of Project Management.
7

b) Review Team Processes
In this project, interior designers and the architects work together to complete the
work before the stipulated deadline. Teamwork plays a significant role in accomplishing the
set of targets to get rid of all the weaknesses incurred in this project. Information technology
is used to complete the overall work.
c) Review the project management tools
Gantt chart is used as one of the important tools of a project management that helps in the
overall project scheduling to delegate thee tasks along with the time period to know the
importance of the deadline.
d) Lessons learned from Project
Various lessons learned from this project that changes incurred at the last moment will create
problems for the client as well as for a project supervisor to implement the same in the office
space.
5. POST PROJECT REVIEW
a) Review of project aims
In reviewing the project aims, the needs and the expectations of all the stakeholders
are considered for this project to meet all their needs within the stipulated time. Owner of the
office wants to renovate its office as per their needs and its budget as this imposes the burden
on interior design to create a perfect place for meeting the demands of the owner.
b) Review of team processes
Support of the team members is essential in reviewing the project by using the
information technology tools in which the client’s need is communicated on a common
platform.7
36(1). pp.147-160.
7 Kerzner, H., 2018. Project management best practices: Achieving global excellence.
John Wiley & Sons.
8

c) Review of project management tools
The project schedule is displayed in the form of network diagram which is a visually
appealing approach to display the activities incurred in a project. This method also shows the
gaps in the project activities where all the delaying in the activity is perfectly displayed.
d) Lessons learned
Polite attitude is to be adopted by all the interior designer interns in communicating with the
clients, labours ad suppliers to complete the work on time otherwise the project gets failed.
e) Recommendations for implementation of future projects
It is recommended to a project manager to use IT tools in completing its work to share all the
information on a common platform to avoid any kinds of misunderstanding between the
client and the employees. This will affect the overall image of an entity in taking projects in
the future.
6. SUBMIT DOCUMENTATIONS
a) Finalise the implementation of project
Reallocation of roles to staff
In this stage, the previous roles allocated to all the staff members such as interior designers,
architects, interns, volunteers, labourers, suppliers and the logistics suppliers are exchanged
with each other as according with the nature of the project.
Project Documentation
Various project documents required in this project are given as below:
 Project Contract
 Corporate body of the building permission
 Licenses
 Consent of owner
Key stakeholders
In this project, two kinds of stakeholders involve such as internal as well as the external
stakeholders includes in this project such as the owner of the office, interior designers,
architect, volunteers, suppliers, labourers, logistics.
Sign off by stakeholders
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Sign off form is signed by all the interior designers, owner and architects before starting the
work.
b) Review the project outcomes against the project scope and plan
The scope of the project is to refurbish the office space by meeting the demands of the
clients within the time given by the client. All the work related to the renovation of the office
is conveyed to the client.
c) Project Outcomes document
Project Deliverables
 Refurbished office space
 Freshly painted wall
 Newly laid carpet
Lessons learned
 Polite attitude
 Coordination
 Team work and synergy
Stakeholders
Needs and the expectations of the stakeholders are communicated with each other using one
to one session.
Close out report
This report will include the likelihood of the success and the failures of the project will help
in achieving the goals.8
8 Zhu, Z., Yang, F., Wang, L. and Zhao, R., 2018. Non-pharmacological fever
management for persons living with HIV: a best practice implementation project. JBI
database of systematic reviews and implementation reports. 16(3). pp.791-801.
10

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REFERENCES
Daniel, P. A. and Daniel, C., 2018. Complexity, uncertainty and mental models: From a
paradigm of regulation to a paradigm of emergence in project management. International
Journal of Project Management. 36(1). pp.184-197.
Gemünden, H. G., Lehner, P. and Kock, A., 2018. The project-oriented organization and its
contribution to innovation. International Journal of Project Management. 36(1). pp.147-160.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John
Wiley & Sons.
Zhu, Z., Yang, F., Wang, L. and Zhao, R., 2018. Non-pharmacological fever management for
persons living with HIV: a best practice implementation project. JBI database of systematic
reviews and implementation reports. 16(3). pp.791-801.
12