Refurbishment of Teaching Rooms and Computing Labs in the Queen’s Building - Project Management

This article discusses the project management of refurbishment of teaching rooms and computing labs in the Queen’s Building. It covers the project approach, objectives, scope, budget, key staff, and stakeholder analysis. The project is aimed at providing an excellent learning environment to the staff and students by refurbishing the computer labs and teaching rooms and providing access to the latest technology. The project is expected to be completed within 108 days with a budget of $506,040.00.

Running head: PROJECT MANAGEMENT
Project: Refurbishment of teaching rooms and computing labs in the Queen’s Building
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Table of Contents
1. Project Initiation Document.........................................................................................................3
1.1 Project approach....................................................................................................................3
1.2 Project objectives...................................................................................................................3
1.3 Project scope..........................................................................................................................3
1.4 Assumptions..........................................................................................................................4
1.5 Project Deliverables...............................................................................................................4
1.3 Timescale...............................................................................................................................4
1.4 Budget....................................................................................................................................6
1.5 Key staff.................................................................................................................................8
1.6 Stakeholder analysis............................................................................................................10
.......................................................................................................................................................13
2. Risk register...............................................................................................................................13
3. Project plan................................................................................................................................20
3.1 WBS.....................................................................................................................................20
3.2 Gantt chart including tasks, dependencies, milestones and summary tasks........................21
3.3 Critical path.........................................................................................................................22
4. Short report to the sponsor.........................................................................................................23
4.1 Explanation about the important of quality risk management and its potential impact on the
project........................................................................................................................................23
4.2 An analysis and critique of the potential relevance of PRINCE2.......................................24
Bibliography..................................................................................................................................26

2
PROJECT MANAGEMENT
1. Project Initiation Document
Project definition documentation is one of the most important artifacts in project
management that mainly helps in providing foundation for the entire project. PID generally
helps in bundling various information, which was mainly acquired because of project initiation
as well as due to initiating the project processes. PID document is considered as the top project
planning documents that generally helps in defining the project, justifies the project, secures
funding, and defines roles as well as responsibilities of the various participants of the project.
1.1 Project approach
The paper mainly focusses on refurbishment of teaching rooms and computer labs in
Queens building for ensuring that both student as well as staff of the organization have excellent
learning environment and have access to the various types of latest technology in order to
support teaching and studies. It is identified that the project was sponsored by the director of the
business school with the help of proper support and collaboration from the side of both IT head
and facilities Head. The entire project of refurbishment will be completed within 108 days as per
the assumption.
1.2 Project objectives
The objectives of the project are as follows:
 Refurbishment of teaching rooms and computer labs in Queen’s building
 To provide excellent learning environment to the staff as well as to the students
 To provide access to the latest technology for supporting teaching and studying
1.3 Project scope

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PROJECT MANAGEMENT
The scope of the project are as follows:
 Refurbishing computer labs and teaching rooms
 Providing learning environment to the students and the staffs’
 Providing access to the recent technologies
 Completing the project within estimated time and budget
1.4 Assumptions
The assumptions that are made in the project are as follows:
 The entire project will be completed within the budget $506,040.00
 The refurbishment of computer labs and teaching rooms will be completed
successfully in 108 days
 The project will follow the scope for completing the project successfully
1.5 Project Deliverables
The deliverables of the project include:
 Buying new hardware for lab
 Installation of software
 Development of network infrastructure
 Refurbishing all the peripherals
 Refurbishment of furniture’s
 Improving IT support desk

4
PROJECT MANAGEMENT
1.3 Timescale
The timescale of the project reflects that the entire project of refurbishment will be
completed successfully within 108 days. The time that is needed for executing each of the project
activities is reflected with the help of the table that is provided below:
Task Name Duration Start Finish
Refurbishment of teaching rooms and
computing labs in the Queen’s
Building
108 days Wed 4/11/18 Fri 9/7/18
Initiation phase 16 days Wed 4/11/18 Wed 5/2/18
Developing business case 4 days Wed 4/11/18 Mon 4/16/18
Undertaking feasibility study 5 days Tue 4/17/18 Mon 4/23/18
Establishing project charter 4 days Tue 4/24/18 Fri 4/27/18
Appointing team members of the
project
3 days Mon 4/30/18 Wed 5/2/18
Milestone 1: Completion of project
initiation phase
0 days Wed 5/2/18 Wed 5/2/18
Planning phase 27 days Thu 5/3/18 Fri 6/8/18
Creating project plan 5 days Thu 5/3/18 Wed 5/9/18
Development of resource plan 6 days Thu 5/10/18 Thu 5/17/18
Development of quality plan 4 days Fri 5/18/18 Wed 5/23/18
Creating risk management plan 7 days Thu 5/24/18 Fri 6/1/18

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PROJECT MANAGEMENT
Development of communication
plan
5 days Mon 6/4/18 Fri 6/8/18
Milestone 2:Completion of project
planning phase
0 days Fri 6/8/18 Fri 6/8/18
Execution phase 56 days Mon 6/11/18 Mon 8/27/18
Buying new hardware for lab 4 days Mon 6/11/18 Thu 6/14/18
Installation of software 3 days Fri 6/15/18 Tue 6/19/18
Development of network
infrastructure
14 days Wed 6/20/18 Mon 7/9/18
Refurbishment of furniture’s 10 days Tue 7/10/18 Mon 7/23/18
Refurbishing all the peripherals 12 days Tue 7/24/18 Wed 8/8/18
Improving IT support desk 13 days Thu 8/9/18 Mon 8/27/18
Milestone 3: Completion of project
execution phase
0 days Mon 8/27/18 Mon 8/27/18
Closure phase 9 days Tue 8/28/18 Fri 9/7/18
Post project review 4 days Tue 8/28/18 Fri 8/31/18
Stakeholder sign off 3 days Mon 9/3/18 Wed 9/5/18
Documentation 2 days Thu 9/6/18 Fri 9/7/18
Milestone 4: Completion of closure
phase
0 days Fri 9/7/18 Fri 9/7/18

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PROJECT MANAGEMENT
1.4 Budget
It is assumed that the entire project of refurbishment will be completed successfully
within the budget of around $506,040.00. The budget that is required for completing each of the
activities of the project is reflected below:
Task Name Duration Resource Names Cost
Refurbishment of teaching
rooms and computing labs in the
Queen’s Building
108 days $506,040.00
Initiation phase 16 days $7,640.00
Developing business case 4 days Project manager $1,600.00
Undertaking feasibility study 5 days
Financial manager, Project
manager
$3,400.00
Establishing project charter 4 days Project planner $1,440.00
Appointing team members of
the project
3 days Project manager $1,200.00
Planning phase 27 days $10,760.00
Creating project plan 5 days Project planner $1,800.00
Development of resource plan 6 days
Project manager, Financial
manager
$4,080.00
Development of quality plan 4 days Risk analyst $1,120.00

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PROJECT MANAGEMENT
Creating risk management plan 7 days Risk analyst $1,960.00
Development of
communication plan
5 days Project planner $1,800.00
Execution phase 56 days $483,440.00
Buying new hardware for lab 4 days
System engineer, Material
cost[1]
$101,280.00
Installation of software 3 days
Material cost[1],Network
engineer, System engineer
$102,040.00
Development of network
infrastructure
14 days
Network engineer, Site
planner, System engineer
$14,000.00
Refurbishment of furniture’s 10 days
Additional
expenditure[1],Constructor,
Material cost[1],Site
planner, Supervisor
$129,600.00
Refurbishing all the
peripherals
12 days
Material cost[1],Site
planner, Supervisor
$107,680.00
Improving IT support desk 13 days
Additional
expenditure[1],Network
engineer, System engineer
$28,840.00
Closure phase 9 days $4,200.00
Post project review 4 days Project manager $1,600.00
Stakeholder sign off 3 days Project planner $1,080.00

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PROJECT MANAGEMENT
Documentation 2 days
Project manager, Project
planner
$1,520.00
1.5 Key staff
The key staffs who are involved with the project are listed in the table below:
Resource
Name
Type
Materia
l Label
Initial
s
Grou
p
Max.
Units
Std. Rate
Ovt.
Rate
Cost/
Use
Accrue
At
Base
Calenda
r
Project
manager
Wor
k
P
100
%
$50.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
Project
planner
Wor
k
P
100
%
$45.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
Site
planner
Wor
k
S
100
%
$40.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
Constructo
r
Wor
k
C
100
%
$40.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
Supervisor
Wor
k
S
100
%
$40.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
System
engineer
Wor
k
S
100
%
$40.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard

9
PROJECT MANAGEMENT
Network
engineer
Wor
k
N
100
%
$45.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
Financial
manager
Wor
k
F
100
%
$35.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
Risk
analyst
Wor
k
R
100
%
$35.00/
hr.
$0.00/
hr.
$0.00
Prorate
d
Standard
1.6 Stakeholder analysis
Stakeholder analysis is conducted in project management in order to assess the impact of
the management decision on relevant parties who are involved in the project. It is considered as
one of the systematic procedure of analyzing as well as gathering qualitative information for
determining the interests that is needed to be taken into account during the development of the
project. It generally assists in defining the key stakeholders who are involved with the project by
and helps in building cooperation between the project team members as well as project
stakeholders. The stakeholder analysis for the refurbishment of teaching rooms and computing
labs in the Queen’s Building is provided in the template below (Smartsheet 2018).
Stakeholder
name
Impact Influence Importance Contributio
n
Strategy
for
stakeholder
engagement
Project
manager
High High The project
manager
Manages the
refurbishment
Monthly
round table

10
PROJECT MANAGEMENT
engages in
managing as
well as
planning the
work of the
project
effectively.
of teaching
classes and
computer
labs
discussions
Network
engineer
High High The network
engineer
mainly
engages in
improving the
network
infrastructure.
They
generally
improves the
network
infrastructure
for
refurnishing
computer
labs
Quarterly
meetings
System
engineer
Medium High The system
engineer
mainly
involves in
the project
for installing
software and
The system
engineer
refurnishes
the labs by
installing
new software
and
By
organizing
meetings
whenever
necessary

11
PROJECT MANAGEMENT
setting IT
support desk.
hardware.
Supervisor Medium Medium The
supervisor
mainly
engages in
supervising
the
refurbishment
of teaching
rooms and
college labs
The
supervisor
guides the
project
manager or
completing
the
refurbishment
on time
Weekly
meetings
Constructo
r
High Medium The
constructor
refurnishes
furniture as
well as other
peripherals.
The
constructor
refurnishes
the
furniture’s as
well as other
classroom
peripherals
Weekly
meetings
Site planner Medium Medium The site
planner plans
the entire
They mainly
plans the
project of
Monthly
round table
discussion

12
PROJECT MANAGEMENT
refurbishment
for teaching
rooms and
computer labs
refurbishment
for
completing
the entire
project on
time and
budget.
Financial
manager
High High The financial
manager
engages in
managing the
financial
budget of the
project.
They mainly
tracks the
budget of the
project for
completing
refurbishment
on time.
Quarterly
meetings

13
PROJECT MANAGEMENT
2. Risk register
Risk register is considered as a tool that helps in documenting the risks as well as actions
of the project for managing the project risk. The risk register is quite essential for proper
management of risks that are mainly associated with the project. With the help of risk register,
the risks that are related with the project are identified and logged on register and then
appropriate actions are taken so that the problems or risks can be easily resolved easily. The risk
register for the project refurbishment of teaching rooms and computing labs in the Queen’s
Building is provided below (Stakeholdermap.com 2018).
Risk Descriptio
n
Owner Impa
ct
Conseque
nce
Mitigation Contingen
cy
Post
action
weight
age
Key Players (Manage
Closely)
Important Players (Keep
Satisfied)
Affected Players (Keep
Informed)
Potential Players (Monitor
for Change)
HighLow
High
Low
Influence
Impact

14
PROJECT MANAGEMENT
and
scores
(10)
Budget
shortfall
The
project
manager
faces
number of
financial
risks and
challenges
in
progressin
g with the
project due
to budget
shortfall.
Financ
ial
manag
er
High High It is
necessary
to use the
resources
of the
project
effectively
in order to
avoid
chances of
budget
shortfall.
Tracking
of budget
on weekly
basis in
order to
make sure
that the
budget use
is
appropriate
.
9
Schedule
slippage
If the
project
manager
does not
track the
schedule of
Project
manag
er
High High It is
necessary
to track the
schedule of
the project
regularly
It is
necessary
to hire
experience
d project
managers
8

15
PROJECT MANAGEMENT
the project
appropriate
ly then
they can
face
number of
issues and
challenges
in
maintainin
g the
project
schedule.
for
avoiding
schedule
slippage.
so that they
can be able
to manage
the project
easily.
Improper
manageme
nt
If the
project
managers
are not
experience
d then they
faces
number of
issues and
challenges
Project
manag
er
Medi
um
Medium It is
necessary
to hire
experience
d project
managers
within the
project so
that the
entire
It is
necessary
to arrange
weekly
meetings
on the
project
progress.
9

16
PROJECT MANAGEMENT
in
managing
the project.
project can
be
managed
appropriate
ly.
Inappropri
ate quality
of
materials
If low
quality of
materials
are used
then
number of
quality
related
occur
within the
project
Qualit
y
analyst
High Medium It is
necessary
to use
proper
quality of
materials
for
refurbishin
g the
computer
lab and
teaching
rooms.
The
quality of
materials
much be
checked
before
using it in
the project.
10
Inexperien
ced project
managers
If the
project
managers
are not
experience
Huma
n
resourc
e
manag
Medi
um
Medium It is
necessary
to hire
experience
d project
Weekly
basis
meetings
must be
arranged in
9

17
PROJECT MANAGEMENT
d then they
can face
difficulty
in
completing
the entire
project on
proper time
and
budget.
er managers
within the
project.
order to
discuss the
difficulty
that the
project
managers
are facing.
Improper
network
infrastruct
ure
developme
nt
If the
network
infrastructu
re is not
installed
then
number of
technical
issue can
occur
within the
computer
lab
Techni
cal
analyst
High High It is
necessary
to develop
the
network
infrastructu
re and
before
using it
must be
tested
properly
Experienc
ed network
analyst
must be
hired
10

18
PROJECT MANAGEMENT
Improper
communic
ation
If proper
communic
ation is not
present
between
the project
managers
as well as
other team
members
then the
team
members
can face
difficulty
in
completing
their work
on time.
Human
resourc
e
manag
er
Medi
um
Medium It is
necessary
to arrange
meetings
on weekly
basis to
improve
communic
ation
Team
leaders for
improving
communic
ation must
use proper
communic
ation
strategies.
8
Problems
in
installing
software
If the
system
engineers
does not
Techni
cal
analyst
High Medium It is
necessary
to have
appropriate
Experienc
ed system
engineers
must be
10

19
PROJECT MANAGEMENT
have
proper idea
or
knowledge
about the
functions
of the
system
then they
can face
number of
issues and
challenges
in
installing
software
knowledge
on the
functionalit
y of the
system for
installing
software
hired.
Late
supply of
materials
If the
suppliers
are not
able to
provide
materials
on time
Suppli
ers
Medi
um
High It is
necessary
to have
proper
contract
with the
suppliers to
Alternativ
e suppliers
must be
kept.
10

20
PROJECT MANAGEMENT
then it can
cause
failure in
meeting
the
deadline of
the project
get the
delivery of
materials
on time
Increased
cost of
materials
If the cost
of the
materials
increases
abruptly
then it can
arise
number of
financial
issues
Financ
ial
manag
ers
High High It is
necessary
to analyze
the market
cost of the
materials
before
creating
the project
budget
Additional
budget for
such kind
of situation
must be
kept
10

21
PROJECT MANAGEMENT
3. Project plan
3.1 WBS
Figure 1: WBS
(Source: Created by Author)
3.2 Gantt chart including tasks, dependencies, milestones and summary tasks
Gantt chart is one of the horizontal bar that is created for the project in order to reflect
the time that is needed in order to complete the refurbishment of teaching rooms and computer
labs. It is reflected from the gnat chart that the entire project of refurbishment will be finished
within 108 days as per the assumption that is made during the initial project stages. It is found

22
PROJECT MANAGEMENT
that the with the help of Gantt chart, the team members can easily understand the delays within
the project and further it helps in creating stronger collaboration by encouraging better
organization of project activities.
Figure 2: Gantt chart
(Source: Created by Author)

23
PROJECT MANAGEMENT
3.3 Critical path
Figure 3: Critical Path
(Source: Created by Author)

24
PROJECT MANAGEMENT
4. Short report to the sponsor
4.1 Explanation about the important of quality risk management and its potential impact
on the project
According to quality risk management is one of the systematic procedure for the
identification, assessment as well as control of risks in order to manage the quality of the project
throughout its lifecycle. The organization is mainly encouraged to identify as well as manage the
potential quality risks that are mainly associated with refurbishment of computer labs and
teaching rooms. It is stated by Goetsch and Davis (2014) that project quality management
mainly comprises of processes as well as activities of the performing organization in order to
identify the objectives, quality policies, responsibilities so that the needs as well as demands for
which it was mainly undertaken. Quality management must be performed at each stage of
refurbishing in order to ensure that proper quality of the project is maintained within the entire
project lifecycle. Quality management must be initiated at the initial phases of refurbishment
(Smart et al. 2017). If proper quality of the project is maintained then the issues as well as
challenges that are associated with project quality does not hinder the success of the project
during project lifecycle. Proper quality risk management does not enhances the quality of the
project but also increases client satisfaction.
The quality risk management mainly creates positive impact on the project. It generally
assists in reducing the quality related risks as well as challenges within the project and helps in
maximizing the performance of the project by enhancing probability of project success. Efficient
quality management can be considered as one of the efficient tool that not only helps in
increasing the quality of the project but also helps in accelerating the development as well as
delivery of high quality based project within the estimated budget and timeline (Kwon, Lee and

25
PROJECT MANAGEMENT
Shin 2014). It is identified that proper quality based project helps in increasing customer
satisfaction thus, it is quite essential for the organization to complete a project within the
estimated timeline and budget but also deliver the project with appropriate excellent quality.
Appropriate quality management helps in reducing waste by keeping the raw materials equal to
the requirements of the project, which helps in reducing the chances of budget shortfall within
the project (Monczka et al. 2015). Quality management helps in identifying various areas of
improvements by eliminating unnecessary activities from the project. It also helps in creating
proper teamwork so that the quality of the project can be enhanced. Proper quality management
ensures that the quality of the project is helpful in meeting the requirement of the client within
the estimated time and budget. It is identified that if proper quality risk management is used then
refurbishment of college lab as well as teaching room can be done appropriate as needed by the
client without compromising the quality of the project (Goetsch and Davis 2014). In addition to
this, appropriate quality risk management helps in minimizing the risks that are associated with
refurbishment of college labs as well as teaching rooms.
4.2 An analysis and critique of the potential relevance of PRINCE2
The PRINCE2 methodology helps in breaking down the project into number of stages so
that it can be easily monitored by utilizing systematic method from the initiation phase of the
project. This generally helps in minimizing the chances of project spiraling out of control. It is
stated by Vanickova (2017) that PRINCE2 methodology helps in standardizing every aspect of
the project by reducing the chances of misdirection as well as miscommunication. It is identified
that due to standardization, both time as well as money is saved on providing training to the new
employees of the organization. Less amount of time is invested in determining the risks as they
are generally outlined in the beginning of the initiation phase of the refurbishment project. If an

26
PROJECT MANAGEMENT
unexpected risk or challenges occur within the project they, can be dealt successfully due to the
utilization of PRINCE2 methodology (Tomanek and Juricek 2015). As project is considered
successful only if it can be delivered properly on time by marinating the quality, which can only
be possible with the help of PRINCE 2 and cannot be possible if agile methodology is used in the
project. Hence, the best method for making the project is by utilizing PRINCE2 methodology.
In spite of the advantages, the PRINCE2 methodology also creates number of issues as
well as challenges within the project. PRINCE2 methodologies does not helps in offering proper
level of flexibility that is offered by other methodologies of project management. As project
management has grown to a different level, it is quite difficult and as a result, PRINCE
methodology finds it quite difficult to cater some of the modern needs of the project management
(Coppola, D'Ambrogio and Gianni 2016). The RINCE2 methodology does not include contract
management as well as people management within the project and thus it can create number of
issues and challenges in context to contract and people management.
It can be analyzed that PRINCE2 methodology must be utilized in the project but before
using it is very much important to analyze the type as well as suitability of the project. If the
PRINCE2 methodology is suitable with the project then it can be used within the project.
Analyzing suitability of project methodology is necessary before using it in order to achieve
positive outcome from the project by completing it successfully within the estimated time and
budget. In addition to this, it is quite necessary to consider the disadvantages of PRINCE2
methodology before utilizing it within the project so that if any risks or challenges occur within
the organization it can be easily mitigated. It is identified that there are number of real project
that have become successful due to the utilization of PRINCE2 methodology. For example, the
project of America Airline and the project of royal bank of Scotland. In addition to this, there are

27
PROJECT MANAGEMENT
number of project that failed due to the utilization of PRINCE2 methodology. The examples
include NHS’ civilian IT project as well as the project of Target’s entry into Canada. However, if
agile project methodology is used in the project then it will be quite difficult to save both time
and money that is associated with the project. In addition to this, the project related risks couldn’t
be also managed with the help of agile project methodology. Thus, PRINCE 2 methodology is
identified to be most suitable for refurbishment of teaching rooms and computing labs in the
Queen’s Building.

28
PROJECT MANAGEMENT
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