Managing Projects

This article discusses the importance of project management and the key characteristics of a project. It explores the use of integration management and the role of Work Breakdown Structure (WBS) in project scope statement. It also covers different approaches to generate a project budget and identifies and outlines responses to overcome project risks. Additionally, it describes quality methods for successful project completion.

Managing Projects

Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1. Description of the key characteristics related to a project.......................................................1
1b. Discussion of the importance regarding the use of integration management within project
management setting.....................................................................................................................3
2. Description about the scope statement for a project and the role played by WBS in
formulation of a scope statement.................................................................................................3
3. Description about the approaches which are exists to generate the budget for a specific
project budget..............................................................................................................................4
4. Identification of the four types of different risks and outlining of the various responses to
overcome from the two identified risks.......................................................................................4
5. Description of the quality methods which are needed to use for the purpose of completing
project successfully......................................................................................................................5
6. Formulation of Gantt chart along with critical path................................................................6
TASK 2............................................................................................................................................6
Project Initiation..........................................................................................................................6
Project Planning...........................................................................................................................7
Project Execution.........................................................................................................................9
Project Closure...........................................................................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management is necessary task for the purpose of completing projects on time. It is
the typical exercise that includes the performance of various stages such as project initiation,
planning, execution and controlling. All these stages have their own role behind the
successfulness of project. The stage which has largest importance among all is planning. This
will not only help in determination of the aspects which are needed to do for competing the
project but also provide the opportunity to build the strategies or identify the mitigating measures
that improves future performances (Project Management, 2020). There are large number of
benefits associated with the activity of project management where it helps the project manager to
complete the work on time and within the provided financial resources. This also has importance
in direction of improving work quality through reduction of wastages and optimum utilisation of
resources. The main aim of this report is also to understand about the concept of project
management along with ascertaining associated benefits relating to the completion of a specific
project.
The report has two different tasks. Task 1 covers about key characteristics of any project,
importance of integration management in Project Management setting, Scope Statement for a
project, role of Work Breakdown Structure (WBS) in such a statement, approaches exist to
generate a budget for a specific project budget, four types of project risks and outlining various
responses that help to overcome from these two, quality methods (project evaluation, monitoring
and control) to ensure a project is successfully completed and formulation of Gantt chart along
with critical path. On the other hand, Task 2 covers about application of project life cycle stages
for the completion of specific project as given under the case study.
TASK 1
1. Description of the key characteristics related to a project
Project
A Project is characterized as 'a non-schedule, non-dreary irregular endeavour typically
with—discrete time, money related and specialized execution objectives.' The definition is
expressive and, in view of the unending assortment of activities, the greater part of the
definitions is of this nature (Artto, Ahola and Vartiainen, 2016).
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The Project has been characterized by Project Management Institute as 'Any endeavour
with a characterized objective by which finishing is recognized. Practically speaking, most tasks
rely upon limited or restricted assets by which goals are to be cultivated.'— Project Management
Body of Knowledge (PMBOK).
Project is a booked arrangement of exercises pointed towards the production of a specific
resource according to arranged particulars, so as to create results—as assessed—for the coming
years. An undertaking can be viewed as any arrangement of exercises and tasks that:
 Have a particular goal to be finished inside specific determinations;
 Have characterized start and end dates;
 Have subsidizing limits (if material) and
 Consume assets (for example cash, time, equipment's).
Key characteristics of project
 Project has a proprietor, who, in the private segment, can be an individual or an
organization and so on., in the government division, an administration undertaking or a
joint area association, speaking to an association among public and private division.
 Project has a set goal to accomplish inside an unmistakable time, cost and specialized
execution.
 Project is arranged, overseen and constrained by an assigned group. This task group
planted inside the proprietor's association to accomplish the goals according to details.
 Project, when all is said in done, is a result in light of conditions economies and
 opportunities. For instance, find that considering the changing example of current living
the household machines little for example processors, blenders and so on., and huge, for
example coolers, clothes washers and so on will be on ever-expanding request. This
produces reactions to benefit chance to create such machines (Aubry and Lavoie-
Tremblay, 2018).
 Project is an endeavour including future exercises for culmination of the undertaking
inside evaluations and such, includes complex planning method with a crucial.
 Implementation of the undertaking includes a co-appointment of works/managements by
project group/supervisor.
 Project includes exercises to be completed in future. All things considered, it has some
natural chance and, as a general rule, the procedure of execution may require certain
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progressions in the arrangement subject to constraints and simultaneous of the task
proprietor.
 Project includes high-talented determining with sound reason for such forecasting.
 Projects have a beginning and an end attribute of an actual existence cycle. The
association of project changes as it goes through this cycle the exercises beginning from
origination stage, mounting up to the top during execution and, at that point, back to zero
level on consummation and conveyance of the task (Biesenthal and et. al., 2018).
1b. Discussion of the importance regarding the use of integration management within project
management setting
Importance of integration management in project management setting
 This improves the level of monitoring and controlling.
 It helps to bring improved coordination.
 It helps in building effective level of communication.
 Eliminates confusion from tasks.
 Provide effective guidance in completion of desired targets
2. Description about the scope statement for a project and the role played by WBS in formulation
of a scope statement
Scope statement for a project
It is a device used to portray the significant expectations of a project including the key
achievements, elevated level necessities, presumptions, and imperatives. The project scope
articulation is a helpful apparatus for future dynamic when new change demands are considered
to alter the undertaking degree. It likewise characterizes the limits of a given undertaking and
explains what expectations are in and out of degree (De Silva, Samanmali and De Silva, 2017).
Key elements of effective project scope
 The key project objectives
 Key deliverables
 Key milestones
 High level requirements
 Assumptions and Exclusions
 Any known issues or risk
 Stakeholder review and approval
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Work Breakdown Structure
A work breakdown structure (WBS) is a key undertaking deliverable that sorts out the
cooperation into sensible segments. The Project Management Body of Knowledge (PMBOK)
characterizes the work breakdown structure as a "deliverable situated various levelled
deterioration of the work to be executed by the undertaking group." The work breakdown
structure outwardly characterizes the extension into sensible lumps that a project group can
comprehend, as each degree of the work breakdown structure gives further definition and detail
(Defusco and et. al., 2016).
3. Description about the approaches which are exists to generate the budget for a specific project
budget
Approaches of generating budget for a specific project budget
There are two main approaches that can be used for the purpose of creating budget named
as Top-down and Bottom-up approach. Both are defined below:
Top-down approach: This includes determination that how much a project should cost.
This amount is further divided between the work packages.
Bottom-up approach: This includes the identification of tasks needed to complete
within a project. Here, project is based upon the lowest level work packages which are further
rolled up to arrive the total project cost (Eriksson, Larsson and Pesämaa, 2017).
4. Identification of the four types of different risks and outlining of the various responses to
overcome from the two identified risks
Four types of different project risks
Scope risk: All scope risks must be recognized at the arranging stage, regardless of
whether they are quantifiable or not. The significant dangers that are typically grouped under
degree include: inadequately characterized scope, scope creep (brought about by persistent
expansion of new necessities by the customer), defects in hardware and apparatus, unanticipated
changes in the administrative structure (particularly in development tasks), and mistakes in
framework mix.
Scheduling risk: Scheduling risks that can influence span or defer the general fulfilment
time of the project are named schedule risks. The primary classes of schedule risks are estimation
mistakes, outside undertaking conditions, postponed choices, and hardware delays (Eriksson and
et. al., 2016).
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Resource risk: Resource risks normally show as deficiency of fundamental assets, for
example, abilities, money, and materials. Significant reasons for asset dangers include: shortage
of basic aptitudes, late incorporation of colleagues, absence of assets, and postponements
brought about by redistributing.
Technology risk: Technology risks are brought about by surrenders in any of the
hardware, frameworks, or gadgets utilized, or by the abrupt disappointment of an assistance. It
might likewise be brought about by an unexpected change in an administrative system, before
the finish of the undertaking which utilizes a specific strategy, machine or innovation illicit
(Flouris and Lock, 2016).
Measures to overcome any two of the above defined risks
Schedule risks: To eliminate these dangers, gauges that have wide varieties ought to be
carefully investigated. All high-chance conditions and wellsprings of non-experimental
assessments ought to likewise be appropriately recognized. To create increasingly exact
appraisals, utilize past understanding, verifiable information, and the program evaluation and
review technique (PERT).
Resource risks: To limit resource risks, all aptitudes expected to finish the task ought to
have at least one named resource. Abstain from setting exclusive standards on any of the
colleagues so as to prevent wear out before the project is finished.
5. Description of the quality methods which are needed to use for the purpose of completing
project successfully
There are many quality methods which ensures the effective completion of project along
with attainment of the desired results such as project evaluation, monitoring and control. The
which will be most appropriate and significant in the direction of attaining positive results is
defined below:
Monitoring: Monitoring is the orderly procedure of gathering, dissecting and utilizing
data to follow a program's advancement toward arriving at its targets and to direct administration
choices. Monitoring for the most part centres around forms, for example, when and where
exercises happen, who conveys them and what number of individuals or substances they reach
(Hietajärvi, Aaltonen and Haapasalo, 2017). Monitoring is led after a program has started and
proceeds all through the program usage period. Monitoring is once in a while alluded to as
procedure, execution or developmental assessment.
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6. Formulation of Gantt chart along with critical path
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TASK 2
Project Initiation
Project scope
Scope of the current project is wide that includes the performance of numerous functions
such as refurbishment and development of the new workstations. Here, work will be performed
in different stages that includes performance of diversified functions such as risk and resource
analysis along with development of financial budget. The nature of all activities is prime as
without their completion successful completion of project is not possible (Marle and Vidal,
2016).
Project Deliverables
The deliverables associated with project are numerous and includes the performance of
many functions such as refurbishment, resolving the issue of noise produced by passing DLR
trains in the building and in last installation of 20 new workstations on the second floor along
with 5 new workstations to complement existing ones. Here, in process of refurbishment new
identify is provided to classrooms and lectures theatres where these fitted with the latest
smartboards and interactive gadgets that enhances contemporary learning as well as ensuring an
atmosphere conducive to the modern learner (Matinheikki and et. al., 2016).
Identification of stakeholders
The number of stakeholders associated with current project along with their roles are
presented below:
Project manager: Project manager is a main stakeholder that performs all management
functions from starting to the end of project. Also, having the responsibility to complete the
project within stipulated period of time along with under the limit of provided financial
resources.
Students: These have the main interest in project because it improves their learning
experience and provides the opportunity to gain new effective skills.
Board of University of Sunderland in London: Board also have the prime interest in
the project because this will improve their level of services through which they able to deliver
effective educational services.
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Government: Government has secondary level of interest within this project because this
will help to ascertain the development activities within nation in benefit of a society (Morozov,
Kalnichenko and Liubyma, 2017).
Project Planning
Risk analysis
Risk analysis is considered as process through which a company management able to
determine risk which may occur while accomplishment of specific project. In respect of
respective project which is based on the increase in the numbers of smart boards as well as
interactive gadgets that help in enhancing contemporary learning and it also help in ensuring an
atmosphere conducive to the modern learner. Through this quality of education at the College get
increased as well as it also helps in increasing number of students in effective manner. In respect
of respective project management conduct risk analysis and through that they determine some of
the major risk which impact on their project. From which some of them are mention below:-
 Technological risk – According to this risk based which will face by college by adopting
respective project is related to the technology which is more effective as well as
appropriate for the college (Whyte, Stasis and Lindkvist, 2016). In addition to this, due to
this risk they also not able to determine which smart board and interactive gadgets can be
used by college so that they can increase involvement of students successfully.
 Resource risk – In respect of respective risk which is related to availability of resources
for completing of project. This will include risk related to human resource, time, fund and
so on. This will generally take place because installation of smart board as well as other
interactive gadgets will be expensive for the college as well as it will also take time.
Along with this it will include training of teacher which also required time and funds.
Resource analysis
Resource analysis is considered as process or techniques through which a company can
determine which resources are required by them so that they can attain their desire goal as well
as objective in effective manner. This will also help an organization or firm in determining
resources according to which they can develop strategies as well as plans to overcome it in
successful manner. In respect of respective report which is based on installation of more smart
board as well as interactive gadgets at the class so that learning will get more interest among the
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students. But for this several resources will be required, from which some main are mentioned
below:-
 Expert human resource – It is required because expert or professional help college in
determining which technology related to smart class as well as interactive gadgets will be
appropriate (Yu and et. al., 2017). Along with this, professional human resources will
also provide effective training and development to the college so that they can use it in
the effective manner. This will help college in increasing their effectiveness as well as
learning engagement among the students.
 Funds – It is necessary to college to have proper funds while adopting smart board as
well as other interactive gadgets in the class room because through it they able to adopt
resources in effective manner as well as at the proper time. In respect of this college will
required funds of around £ 8 million for the accomplishment of project in successful
manner.
Financial budget
It is important to build for the purpose of effective allocation of cost. Further, this will
help in completing work within provided budgets. Budget in relation to the current project
offerings is presented below;
Particulars Amount (£)
Human resources 1
Technological resources 6
Health and Safety equipment’s 0.5
Miscellaneous expenses 0.5
Total £8million
WBS and Gantt chart
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Project Execution
Creating tasks
The different tasks which will be performed by the team members in completion of the
project are presented below:
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 Start with doing the work of refurbishment. Here, 3 separate teams are working for
completing the work related to implementation of smartboards, interactive gadgets and
noise absorbents in all classrooms to eliminate the noise of train.
 Another team of specialities regarding development of new workstations working in the
direction of building 20 workstations on second floor and 5 new for complementing
existing ones (Webster, 2017).
Briefing to team members
This includes direction to staff members about their duties and responsibilities which are
needed to perform completion of work on time. Here, everything is clearing out regarding how
they have to approach the work, what they have to maintain the level of safety, how they
communicate with each other, what targets they have to attained, what necessary skills and
attributes required to assist themselves at workplace and how to maintain the effective level of
coordination among each other (Ponnusamy and Bao, Clari Inc, 2018).
Monitoring quality of work
Project manager has the duty related to performance of monitoring the all work from the
starting to end. Here, everything is checked by project manager from the quality of work to time
period they consumed for completing the same work. The deviations are further analysed in
performance and mitigating measures will be provided so finally everything is completed on
time as per the predetermined standards.
Project Closure
Analysis of project performance
This is the last step where project manager analyses the performance of all through using of
the technique of 360-degree appraisal. This will help to find out those who work extraordinary so
they will be rewarded. This also provide the opportunity in determination of the quality of
completed project.
CONCLUSION
It has been concluded from the above report that there is huge need of project management
as this help in overall successful completion of project. This also provides the various number of
benefits such as effective team building, high level of coordination, good communication and
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effective management. It further aid in development of strategies that help in future got
mitigating associated risks optimally.
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REFERENCES
Books and Journals
Artto, K., Ahola, T. and Vartiainen, V., 2016. From the front end of projects to the back end of
operations: Managing projects for value creation throughout the system
lifecycle. International Journal of Project Management. 34(2). pp.258-270.
Aubry, M. and Lavoie-Tremblay, M., 2018. Rethinking organizational design for managing
multiple projects. International Journal of Project Management. 36(1). pp.12-26.
Biesenthal, C., Clegg, S., Mahalingam, A. and Sankaran, S., 2018. Applying institutional
theories to managing megaprojects. International Journal of Project Management.
36(1). pp.43-54.
De Silva, N., Samanmali, R. and De Silva, H. L., 2017. Managing occupational stress of
professionals in large construction projects. Journal of engineering, design and
technology.
Defusco, S.A. and et. al., 2016. System and method for managing projects. U.S. Patent
9,317,825.
Eriksson, P. E., Larsson, J. and Pesämaa, O., 2017. Managing complex projects in the
infrastructure sector—A structural equation model for flexibility-focused project
management. International journal of project management. 35(8). pp.1512-1523.
Eriksson, P. E. and et. al., 2016. Managing interorganizational innovation projects: Mitigating
the negative effects of equivocality through knowledge search strategies. Long Range
Planning. 49(6). pp.691-705.
Flouris, T. G. and Lock, D., 2016. Managing Aviation Projects from Concept to Completion.
Routledge.
Hietajärvi, A. M., Aaltonen, K. and Haapasalo, H., 2017. Managing integration in infrastructure
alliance projects. International Journal of Managing Projects in Business.
Marle, F. and Vidal, L. A., 2016. Managing Complex, High-Risk Projects. London: Springer.
Matinheikki, J., Artto, K., Peltokorpi, A. and Rajala, R., 2016. Managing inter-organizational
networks for value creation in the front-end of projects. International Journal of
Project Management. 34(7). pp.1226-1241.
Morozov, V., Kalnichenko, O. and Liubyma, I., 2017, July. Managing projects configuration in
development distributed information systems. In 2017 2nd International Conference
on Advanced Information and Communication Technologies (AICT) (pp. 154-157).
IEEE.
Ponnusamy, R. and Bao, D., Clari Inc, 2018. Method and system for managing membership of
communication channels associated with projects of an enterprise entity. U.S. Patent
Application 15/462,314.
Webster, G., 2017. Managing projects at work. Taylor & Francis.
Whyte, J., Stasis, A. and Lindkvist, C., 2016. Managing change in the delivery of complex
projects: Configuration management, asset information and ‘big data’. International
Journal of Project Management. 34(2). pp.339-351.
Yu, T. and et. al., 2017. Managing social risks at the housing demolition stage of urban
redevelopment projects: A stakeholder-oriented study using social network
analysis. International journal of project management. 35(6). pp.925-941.
Online
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Project Management. 2020. [Online]. Available Through: https://www.pmi.org/about/learn-
about-pmi/what-is-project-management
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