Project Management: Concepts and Practices

This assignment delves into the fundamental concepts and practices of project management. It explores topics such as project planning, resource allocation, team management, risk assessment, communication strategies, and quality control. Students will analyze various project management methodologies and their applications in different contexts. The assignment emphasizes the importance of understanding diverse perspectives on project management and applying theoretical knowledge to real-world scenarios.

Project Management

TABLE OF CONTENTS
introduction....................................................................................................................................1
Activity 1.........................................................................................................................................1
1.1 Identification of the projects which will be needed to successfully carry out the relocation 1
1.2 Sub divisions and estimates of the resources needed to complete one of these projects.......2
Activity 2.........................................................................................................................................3
1.3 Describing and evaluating a suitable methodology for your chosen project.........................3
1.4 Assessing the feasibility of this project.................................................................................4
2.1 Structure for the management and administration of the project..........................................4
2.2 Defining the roles and responsibilities of staff who will manage this project.......................5
3.2 Job description and person specifications for a project manager..........................................5
ACTIVITY 3...................................................................................................................................6
2.3 Project plan............................................................................................................................6
ACTIVITY 4...................................................................................................................................9
3.1 Assessment of alternative project team structure..................................................................9
3.3 Designing of process for quality management of the project..............................................10
3.4 Process to manage project change request...........................................................................11
ACTIVITY 5.................................................................................................................................12
4.1 Issues and risks that may impede a project..........................................................................12
4.2 Issues and risk likely to be encountered in the final stage of a project...............................12
4.3 Designing of monitoring and appraising the status of a project..........................................13
5.1 Detecting and managing issues arising in the course of projects........................................13
ACTIVITY 6................................................................................................................................14
5.2 Assessment of tasks needed to be completed in the final stages of a project......................14
conclusion......................................................................................................................................14
references.......................................................................................................................................15

TABLE OF FIGURES
Figure 1: work breakdown structure for MIS project......................................................................2
Figure 2: Structure of management and administration of the organization...................................5
Figure 3: Gnatt chart for MIS project for attaining relocation objectives.......................................8
Figure 4: Network Diagram for MIS project...................................................................................9
Figure 5: Quality management process.........................................................................................10
Figure 6: Change management process.........................................................................................11
LIST OF TABLES
Table 1: Project plan for MIS..........................................................................................................6
Table 2: Critical path calculation.....................................................................................................9
Table 3: Alternative team structure.................................................................................................9

INTRODUCTION
Project management means application of procedures, methods, knowledge, skills and
experience to achieve project objectives in effective manner. It plays important role in managing
time, quality and cost in an organization. The current is based on a relocation project of an
organization and currently it is located in centre of London. But, for reducing cost and improving
growth and development this business organization wants to relocate its business to the area
around Banbury, Oxfordshire (Chiu-Chi and et.al, 2013). Regarding this project will focus on
different alternatives which can attain these objectives in effective manner. Further, it will also
shed light on designing a system for initiating, managing and controlling projects. Including this,
study will include team structure, interpersonal skills and quality management process which are
required for completing this relocation project. There are number of monitoring and controlling
tools which can be used by project manager for reviewing the progress of the relocation project,
these are also describing in the following paragraphs of the report.
ACTIVITY 1
1.1 Identification of the projects which will be needed to successfully carry out the relocation
The current research project focuses on an organization which is providing consultancy
services in all over the world. It is running its business operations using the work from home
facilities in which most of the consultants are providing their services by home (Kathy and
Deborah, 2007). But, it has 10 administration staff members which complete their works in
physical office of the company in London. But, for reducing the associated cost company wants
to relocate its office building in Banbury, Oxfordshire. Major objective behind this project is
increasing business by 10%, enhancing profitability, declining cost, improving quality and
reducing labor cost of the organization. There are number of alternatives which can help in
attaining these objectives in effective manner which are as follows:
 International expansion of the business using online portal.
 New transaction processing system.
 Relocation management software.
 Construction of new building.
 Implementation of Management Information system (MIS)
 Establishment of Total quality management system.
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1.2 Sub divisions and estimates of the resources needed to complete one of these projects
All the above discussed projects will help in attaining all objectives and resolving all
issues of the organization at the time of relocation. But, as per the requirements of the office
implementation of MIS project will be best, so, company needs to select this project. Because it
will help in improving quality by effective management of all information. Along with this, it
will reduce the requirements of human resources which will leads decrement in total labour cost
of the organization (Kloppenborg, 2011). This project can be subdivided in different sections
which can be presented by Work Breakdown Structure (WBS). Presentation of WBS for MIS
system is as follows:
Project subdivision:
Figure 1: work breakdown structure for MIS project
Resource estimation:
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For completing this project in effective manner, organization needs to estimate all
resources which will help in developing appropriate plan for the same. All estimations are
described as under:
 Time: Implementation of MIS system at the time of relocation is one of the big project
for the company so, it will take almost 5 months.
 Funds: It is a large scale project so, company needs to invest huge amount of money in
latest technologies and software. As per the estimation this project will require £100000
amount of capital for relocating its business and implementing MIS system (Dey, Clegg
and Bennett, 2010).
 Human resources: For completing each and every activity of this project organization
will require 5 personnel. Company can manage these activities by recruitment and
selection process because it will help in hiring skilled and experienced employees for the
company. Organization needs to hire project manager, software engineer, quality analyst,
financial manager and administrator, etc.
 Technological resources: It is an IT based project so, company will require number of
technological sources for completing this projection. These include software, internet and
hardware, etc. So, company needs to use latest technologies for completing this project in
effective manner (Greasley, 2007).
ACTIVITY 2
1.3 Describing and evaluating a suitable methodology for your chosen project
Agile software development methodology:
It is one of the important methodology for managing all those project which are relevant
to the software. For the current research, project manager will focus on MIS so, agile
methodology will be best for managing entire project (The Agile Movement, 2016). This
methodology is based on some specific principles. As per these principles customer’s satisfaction
is one of the major requirement. Therefore, using this methodology project manager can deliver
the best MIS system to the organization which can satisfy all the requirements of the company.
Along with this, afterwards MIS system can adopt any further changes in case of requirements.
This methodology focuses on developing strong cooperation between organization and
developers of Mis system (Kumaraswamy, 2011). In addition, communication and motivation
are the major attributes of this which helps in developing effective and qualitative MIS system
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for the organization. Sustainable development is also included in the principle of Agile. Overall,
this methodology is the best for developing MIS system for the organization which wants to
relocate its business at different place.
1.4 Assessing the feasibility of this project
Feasibility of the Mis project can be determined by assessing the compatibility of this
project will aim and objectives of the company. Along with this, project manager can assess the
viability of this projection by analysing that Mis project is resolving the organizational problem
or not. Analysis of this project has reflected that implementation of MIS will play important role
in determining strength and weaknesses of the company. Along with this, it will also help in
attaining all those opportunities which are fruitful for company also. MIS is one of the important
communication channel which will develop strong coordination between all team members and
administration staff of the company. Along with this, it will provide a facility to connect all those
consultants who are providing their services from different places. It will improve the
organization growth in future (Martin and Guerin, 2006). Including this, using MIS system,
company can promote its consultancy at international level also which will improve the sales
revenue and profitability of the organization. Including this, it will be effective for attaining
competitive advantages also. Further, MIS system is based on Information technology so, it will
reduce the requirements of human resources for completing different task as well as increase the
proficiency and speed also. Therefore, it will play important role in improving overall outcomes
of the company. It will reduce the extra workload of the administration department of the firm.
Overall, MIS project will fulfil all the requirements and resolve all issues of the company in
effective manner (Knapp and et.al, 2010).
2.1 Structure for the management and administration of the project
Role of management and administration is very important for completing this project. It
is very important for developing strong communication and completing all activities in effective
manner. As per the above discussion project manager needs to hire some personnel for
completing the implementation project of MIS system. For effective management, company
needs to follow a flat structure of the company which will help in completing each and every
task in appropriate way. So, structure of management and administration departments if as
follows (Zwikael, 2009):
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Figure 2: Structure of management and administration of the organization
2.2 Defining the roles and responsibilities of staff who will manage this project
Role and responsibilities of project manager:
 Formulating problem, aim and objectives is the major responsibility of project manager.
 Developing an appropriate project plan.
 Forecasting the requirements of resources.
 Allocation of resources in effective manner.
 Implementation of project plan as per the defined standards.
 Project manager plays important role in monitoring and reviewing of the project progress.
 Managing associated risks of this project.
Overall, project manager is accountable for managing entire Mis project in more effective
manner by which company can easily resolve all issues and relocate its office from London to
Banbury, Oxfordshire (Simmons, Bland and Wojciechowski, 2012).
3.2 Job description and person specifications for a project manager
Job description for a project manager:
Organization currently located in Centre London
Industry type: Consultancy
Designation: Project manager fo0r relocation project with implementation of MIS system
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Location: Banbury
Reporting authority: Director of the company
Roles and responsibilities: Formulating objectives, assigning roles to team members,
motivation and communication, managing financial and other resources and managing risks, etc
(Levy, 2009).
Last date for application: 25th July 2016
Interview date: 5 August 2016
Person specification for a project manager:
Educational qualification: Business studies with specialization of project management
Employment conditions: Flexible working for 8 hours
Required demographics:
1. Age: 25 to 40 years
2. Gender: Male and female can apply
Skills and abilities: Project management skills, motivation and communication skills, problem
solving attitude, leadership and management qualities.
Work experience: Minimum 3 years’ experience specifically in the project management
domain.
ACTIVITY 3
2.3 Project plan
For implementation of MIS system project manager needs to develop a plan of all those
activities which are required for completing this project in effective manner (Workers’ roles and
responsibilities, 2015). Project plan for MIS system and relocation of the organization is as
follows:
Table 1: Project plan for MIS
WB
S Task Name Duratio
n Start Finish Predecessor
s
1 Management information system
project 95 days Wed
7/6/16
Tue
11/15/1
6
1.1 Planning phase 22 days Wed Thu
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7/6/16 8/4/16
1.1.1 Research on existing system 5 days Wed
7/6/16
Tue
7/12/16
1.1.2 Assessing needs as per the
relocation 3 days Wed
7/13/16
Fri
7/15/16 3
1.1.3 formulating project objectives and
deciding activities 6 days Mon
7/18/16
Mon
7/25/16 4
1.1.4 arrangement and allocation of
resources 6 days Tue
7/26/16
Tue
8/2/16 5
1.1.5 Formulating team structure 2 days Wed
8/3/16
Thu
8/4/16 6
1.2 Implementation phase 15 days Fri
8/5/16
Thu
8/25/16
1.2.1 Implementing project plan 15 days Fri
8/5/16
Thu
8/25/16 5,7
1.2.2 Developing new data base 5 days Fri
8/5/16
Thu
8/11/16 7
1.2.3 System process development 4 days Fri
8/12/16
Wed
8/17/16 10
1.3 Testing phase 28 days Fri
8/26/16
Tue
10/4/16
1.3.1 Coding and testing 2 days Fri
8/26/16
Mon
8/29/16 9,11
1.3.2 Testing new MIIS system 5 days Tue
8/30/16
Mon
9/5/16 13
1.3.3 Installation process for testing 10 days Tue
9/6/16
Mon
9/19/16 14
1.3.4 Feedback and review from
management 5 days Tue
9/20/16
Mon
9/26/16 4,15
1.3.5 Making changes for necessary 6 days Tue Tue 16
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improvement 9/27/16 10/4/16
1.4 Monitoring and controlling phase 20 days Wed
10/5/16
Tue
11/1/16
1.4.1 Measuring project progress 10 days Wed
10/5/16
Tue
10/18/1
6
17
1.4.2 Comparing with the past
performance 6 days
Wed
10/19/1
6
Wed
10/26/1
6
19
1.4.3 Developing report 4 days
Thu
10/27/1
6
Tue
11/1/16 20
1.5 Project closure 10 days Wed
11/2/16
Tue
11/15/1
6
1.5.1 Documentation 10 days Wed
11/2/16
Tue
11/15/1
6
21
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Figure 3: Gnatt chart for MIS project for attaining relocation objectives
Figure 4: Network Diagram for MIS project
Critical path for Mis project:
Table 2: Critical path calculation
Critical path Critical duration
3-4-5-6-7-9-13-14-15-16-17-19-20-21-23 95 days
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ACTIVITY 4
3.1 Assessment of alternative project team structure
As per the given business scenario project manager needs to take team members from
existing administration department. But, most of the personnel of this departments do not have
appropriate skills and abilities to perform different tasks and activities (Andersen, Dysvik and
Vaagaasar, 2009). So, company needs to make appropriate arrangement of the alternative team
structure for managing emergency situations which is as follows:
Table 3: Alternative team structure
Team members Roles and responsibilities
Director of Consultancy
Firm
Providing permission for relocation and MIS project
Manager of operation
department
Managing different activities of operation and production
department
Technical staff member Determining and managing technical requirements of MIS
project
Information technology
manager
Managing all It requirements
Resource allocators Estimating and allocating resources in effective manner
Project manager Developing project plan and managing all kind of resources in
effective manner
Software developer Developing software for Mis system (Hobbs, 2009)
Quality analyst Testing quality of the project
3.3 Designing of process for quality management of the project
For improving the quality of final outcome and estimated deliverables project manager
needs to follow a specific process. It will reduce total defects and wastage of the resources which
will improve quality (Walker, 2007). This process focuses on different stages such as assurance,
controlling, improving and implementing. These stages will help in managing the overall quality
of MIS project.
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Figure 5: Quality management process
Quality assurance will play important role in developing appropriate standards of the
quality as per the needs and requirements of the organization. Afterwards, quality control will be
effective for determining different problems with the existing system where organization can
make necessary improvement. At the time of improvement stage quality analyst of the MIS
system can determine appropriate action for resolving issues. After making implementation of
decided actions project manager can improve the overall quality of the project. Therefore, all
these stages of the quality management process will help in attaining all quality standards in
effective manner (Darren, 2012).
3.4 Process to manage project change request
As per the above discussion for improving quality of the project and attaining aim and
objectives project manager needs to adopt some necessary changes (Cervone, 2006). Lewin's
Change Management Model will be effective for managing these changes.
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Figure 6: Change management process
As per this model at the time of implementation of the changes project manager needs to
make all necessary arrangement which may play important role in managing changes. As per the
given business scenario administration staff requires appropriate t5raining session of project
management skills for completing MIS project. So, at the time of starting training and
development session project manager needs to use appropriate process. Manager needs to
unfreeze the existing system and activities of the organization before implementing new
strategies. At the time of implementing changes project manager needs to communicate all
necessary information to all employees which will help in managing changes in more appropriate
manner (Dey, Clegg and Bennett, 2010). Afterwards, manager of the company needs to refreeze
the change management action to improve the skills and capabilities of the administration staff.
ACTIVITY 5
4.1 Issues and risks that may impede a project
There are different types of risk which may affect the performance of MIS project and
these issues and risks are described as under:
Issues:
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 Technical issues: Technologies is changing day by day which will increase the
investment in technologies. Therefore it is one of the major issue behind MIS system.
 Issues related to change: Employee restriction towards the changes and inappropriate
communication will be one of the major issue by which company cannot implement MIS
system in effective manner (Kumaraswamy, 2011).
Risks:
 Financial risks: For implementing Mis system project manager will require £10000
which is very big amount for investment. So, it can create monetary risk for the
organization. So, company needs to arrange finance from appropriate financial resources.
 Operational risks: due to workload if project manager will not be able to allocate roles
and responsibilities as per the skills and knowledge of personnel than it can delay the
entire project also.
 Technical risks: MIS project is relevant to Information technology, so failure in software
and hardware will create situation of technical fault which may affect the overall project
in negative manner (Martin and Guerin, 2006).
4.2 Issues and risk likely to be encountered in the final stage of a project
Project manager needs to take appropriate actions to resolve associated risks and issues
relevant to Mis project. Some important actions are described asunder:
 Technical issues: company needs to hire a technical expert who can easily provide the
updates about the latest technologies. It will reduce the chances of technical issues.
 Issues related to change: Application of Lewin’s change management model will help in
resolving issues relevant to change management.
 Financial risks: Project manager of this organization should raise its existing capital by
bank loans and other low cost financial resources. It will reduce the financial risk.
 Operational risks: Project manager needs to allocate roles and responsibilities as per the
needs and requirements of stages and skills and capabilities of personnel (Knapp and
et.al, 2010).
 Technical risks: Hiring a technical staff member will help in reducing the technical faults.
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4.3 Designing of monitoring and appraising the status of a project
Monitoring and apprising the project progress is required for determining the performance
of the project. So, following methods can be used by organization for this purpose:
 Meetings: for monitoring the project progress of each and every activity and all staff
member project management needs to make appropriate arrangement of meeting will all
team member.
 Review: Project manager needs to compare the actual and planned deliverables of every
team members which will also help in judging the performance of entire project (Walker,
2007).
 Documentation: Manager of Mis project needs to record each and every activity of the
project and all staff member which will help in analysing the performance of every team
member and entire project also.
5.1 Detecting and managing issues arising in the course of projects
Monitoring and evaluation of MIS project has reflected that Lack of resources,
inappropriate skills and knowledge of personnel are the major issues arising in the course of this
project. Lack of resources can affect the quality of the project as well as it can delay the entire
project. For resolving this issue company needs to make appropriate arrangement of financial as
w3ell as human resources of the company. Lack of skills and knowledge can be resolve by
making necessary arrangement of training and development session. It will help in improving the
necessary skills which are required for completing different tasks (Zwikael, 2009).
ACTIVITY 6
5.2 Assessment of tasks needed to be completed in the final stages of a project
 Project assessment: Project manager needs to analyse theta whether Mis project has
attained all aim and objectives of the company or not.
 Documentation: Project manager of the organization needs to maintain record of all
activities and functions of Mis project for future consideration and further improvements.
 Closing: After completing every activity project manager should close this project and
submit all the necessary documents to the management of the organization (Dey, Clegg
and Bennett, 2010).
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CONCLUSION
According to this study Mis project has attained all aim and objectives of the organization
in effective manner. It has also helped in resolving issues associated with the relocation project
manager has used different tools and techniques for managing this project in effective manner.
These are WBS, Gnatt chart, Project plan, Network diagram, Critical path method, quality
control cycle and Lewin’s change management model, etc.
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REFERENCES
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