Project Management Plan for AX Company's Office Redevelopment

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PROJECT MANAGEMENT PLAN TEMPLATE
Project title Version Date File name
Project Sponsor Project Manager Project Client
Prepared by
Document owner(s) Project/organisation role
Staff Management Plan version control
Version Date Author Change description
[Replace this text
with the name of
the document
owner.]
Document created
[Replace this text
with the name of
the change
owner.]
[Replace this text with a list of changes for this
owner on this date and version.]
 [Change 1]
 [Change 2]
 [Change n]
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TABLE OF CONTENTS
1. Project Summary.................................................................................................................4
2. Project Business Case.........................................................................................................4
Business Issue/Opportunity.....................................................................................................4
Business Benefits....................................................................................................................4
Project Objectives....................................................................................................................4
3. Project objectives and outcomes.........................................................................................4
4. Project Scope Statement.....................................................................................................4
5. Primary Project Deliverables...............................................................................................5
6. Project Exclusions................................................................................................................5
7. Project Team Organisation..................................................................................................5
8. Team Roles and Responsibilities........................................................................................6
9. Project team governance.....................................................................................................6
Project governance overview..................................................................................................6
Project governance roles and responsibilities.........................................................................7
10. Project Interdependencies and Inputs..............................................................................7
11. Project Conditions............................................................................................................7
Project Assumptions................................................................................................................7
Project Constraints..................................................................................................................8
Project Risks............................................................................................................................8
Project Specifications..............................................................................................................8
12. Milestones........................................................................................................................8
13. Project Budget..................................................................................................................9
14. Cost Control Strategy.......................................................................................................9
15. Procurement Strategy....................................................................................................10
Preferred Vendors.................................................................................................................10
Vendor Management.............................................................................................................10
16. Change Management Strategy......................................................................................10
17. Stakeholder Communication Strategy............................................................................10
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18. Monitoring and Control Strategy....................................................................................11
Project Performance Metrics.................................................................................................11
Project Data Collection..........................................................................................................11
Project Reporting Requirements...........................................................................................11
19. Critical Success Factors.................................................................................................11
20. Project Closure Strategy................................................................................................11
Financial Obligations.............................................................................................................11
Legal Obligations...................................................................................................................11
Contractual/ Procurement Obligations..................................................................................12
Deliverable Handover Process..............................................................................................12
21. APPROVALS.........................................................................................................................12
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Assessment 2
Question 2
1. Project Summary
This is a project concerning acquiring of tight-fit door manufacturer of Brisbane by AX. The CEO of AX has
decided to move the Queensland state branch office to eagle farm. The branch office consists of twenty
management, sales staff and administration. The project is to redevelop the site into a brand new office,
warehouse and showroom facility.
This project will help the AX in doubling the production of windows and doors and a reduction in
transportation cost and a decrease in storage cost, as it is situated close to the Brisbane River. The cited
project has to be completed within three months with the fund of $250,000 that will come from the special
company fund
2. Project Business Case
Business Issue/Opportunity
 Issue 1: low sales
 Opportunity 1: Double weekly production
 Issue 2: Narrow customer base
 Opportunity 2: Decrease in storage cost and transportation time
Business Benefits
 Higher sales volume
 Wide customer base
 Increasing goodwill and brand name
Project Objectives
 To reducing financial difficulty of tight-fit doors
 To establish a large brand image in market
 Increasing market share
3. Project objectives and outcomes
The objective of this project is to grab various opportunities and target a broad customer base. It also
includes enhancing sales volume along with attaining customer loyalty. The outcomes of this project will be
higher production and low transportation cost. Moreover, though the location is close to the Brisbane River
and gold coasts.
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4. Project Scope Statement
This is a project of AX Company that has purchased tight-fit doors, a Brisbane based manufacturer. The
project is of redevelopment, and it has to be completed within three months. The budget for this will come
from the special company fund that is $250,000. The project deliverable will be the brand new office and
showroom and warehouse facility
5. Primary Project Deliverables
[Replace this text with a more detailed description of the project’s products, services or other
outputs that will be produced.]
Deliverable 1: A brand new office
Deliverable 2: New manufacturing unit
Deliverable 3: Showroom facility
6. Project Exclusions
[Replace this text with a description of key logical areas not considered part of the boundaries of
this project. Examples of these out-of-scope deliverables may include data, processes, tasks,
applications, or business management.]
The recruitment and selection process is excluded from the cited project. The company will not hire any
new staff for the operations of the project neither the company is engaged in any training and development
activity of employees.
7. Project Team Organisation
[Replace this text/ diagram by using the SmartArt tool to describe the organizational hierarchy for
the project team.]
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SHAPE \* MERGEFORMAT
8. Team Roles and Responsibilities
Roles and responsibilities-
Project controller
 The key responsibility of project controller is to monitor project activities at each stage to ensure that
planning and scheduling of activities are coordinated.
Project executive
 The key role and responsibility of project executive is associated with developing strategic program
and project goals as well as monitoring program for the project.
Sub project coordinator
 The key responsibility of project coordinator is to manage resources and information and assist with
scheduling and planning meetings and project activities.
Work package Role/person assigned Deliverables to be produced
1. Project coordination and
management
Project manager  Proper management of the
project activities along with
coordination of project team.
2. Development of
evaluation toolbox
Project controller  Quality project environment and
minimization of the risk
activities.
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Project manager
Project Controller Project executive Sub-project coordinator

9. Project team governance
Project governance overview
Governance is termed as guideline or relative set of the policies, regulations, processes as well as
procedure that is clearly defined by the management in order to control the projects and
programmes. For the effective project team governance it has been assessed that they have engage
in accomplishing the internal and external compliances that will results in undertaking the
effective project management. With the proper governance structure, project team needed to be
engage in complying with the government regulation associated with testing and service
fire/emergency, heating and cooling and hot water systems within the location so that employees
may not feel bothered. Apart from this, for the successful redevelopment of the office and plant in
the Eagle farm project manager will engage in taking consultation with the other firms and
agencies so that they may engage in taking effective decision associated with the process. Through
over-viewing the governance structure it has been also assessed that project manager will engage
in undertaking the effective decision making process that mainly include different stages such as
assessment, planning, implementation and monitoring and evaluation.
Project governance roles and responsibilities
Project team role
Project team
member(s) Responsibilities
The key role of project director
is to oversees, monitor and
manage the project from the
execution level.
Project director The responsibility of project director is to
make sure that risk is within the control.
The role of shareholder working
group is to assess that project of
AX company has engage in
complying with the requirement
of not.
Shareholder working group The responsibility of shareholder
working group is to amend change in the
governance structure.
The role of strategic advisor is to
provide advice to the board of
director so that they engage in
amending the governance
structure.
Strategic advisor Responsibility of strategic advisor in the
governance team is to measure the
feasibility of activities proposed by the
director for managing the governance.
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10. Project Interdependencies and Inputs
 Need for formal approval by the government from constructing building in the Eagle Farm
 Need for information as well as physical inputs to indulge in the effective work processes
 Input of financial resources
11. Project Conditions
Project Assumptions
 The potential labour shortage due to ineffective management of the project activities
 The budget for the office redevelopment will come from the other company funds that needed to
be managed by the newly appointed, General Manager of Queensland Operations, Susan Bentley.
 There must be two waiting areas in the office with the capacity of 16 people
Project Constraints
 Relocation of IT system and communications equipment to the new office premises as it leads to
clear up the configuration
 Heavy budget and financial resources
Project Risks
# Risk area Rating Risk owner Project impact-
mitigation plan
1 Delay in activities High Project coordinator Hiring of competent
personnel in the
project.
2 Worker’s health and safety at
the local site risk
High Project manager Devising health and
safety policy for the
organization
Project Specifications
 Constant checking of site
 Creating an emergency evacuation plan in the project
 Updating new addresses and contact details over the AX website
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12. Milestones
[Replace the text in the following table by explaining the major project milestones, verification
details and due dates for completion]
Milestone # Milestone Optional or
Mandatory
Verification Date of
Completion
1. Complete office
decoration and fit
out
Mandatory Monitoring and
controlling the
activities
4th April 2019
2. Purchasing of new
office furniture for
thirty (30) staff
Mandatory Reviewing new
furniture
29th March 2019
13. Project Budget
[Enter the details of the allocated budget for this project based on a task/ resource level]
Work breakdown structure Staffing Materials Equipment
Task
Total
cost
Task details Resource Hrs Rate Units $/Unit Units $/Unit
Monitoring the
location Human 6 12 10 18 12 19 480
Analyzing the risk Human 7 12 12 18 14 19 566
Building plan Human 5 12 15 18 16 19 637
Monitoring of
resources Human 6 12 14 18 14 19 590
Tracking the progress Human 7 15 12 20 12 22 609
Final implementation
Human and
technological 7 18 14 22 13 25 759
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Total 3641$
14. Cost Control Strategy
For conducting the overall operations of the entire project properly cost control strategy will be
undertaken. One of the main methods will be regular tracking of cost so as to know the areas
where cost is being incurred. Secondly cost category will be organized. Estimation and budgeting
will be useful and overall cost controls will be established for measuring and managing the
overall cost performance.
15. Procurement Strategy
Preferred Vendors
 Xxx – Building materials
 Zzzz- Technological materials
Vendor Management
 Proper monitoring will be taken place by the purchase team
 Proper communication with the vendors
16. Change Management Strategy
All the team members will be motivated by providing them rewards on the basis of the efforts
applied by them. Further, through this it will be possible to seek approval to change project
baselines and they can participate in the overall project. Motivating environment will be
developed within the workplace.
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17. Stakeholder Communication Strategy
Stakeholder Information
Needs Frequency Medium Responsibility
Management Progress about
the project 1 week Email Project
manager
Government
Time of
implementation
and overall
progress
15 days Project report Project
manager
18. Monitoring and Control Strategy
Project Performance Metrics
 To deliver better quality products
 To enhance the operational efficiency of the firm
Project Data Collection
 Customer feedback
 Information from the managers through interview
Project Reporting Requirements
[Complete the following table with a description of the types of reports that will be disseminated to
project stakeholders throughout the project.]
Report type Stakeholders Frequency Medium Responsibility
Project resource Management Monthly Email Project manager
Financial report Management Monthly Email Project manager
Project progress Employees 15 days Formal meetings Project manager
19. Critical Success Factors
 Resource utilization
 Project quality
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20. Project Closure Strategy
Financial Obligations
 [Closing internal project account]
 [External contract closure]
Legal Obligations
 [Ensuring quality standards are met]
Contractual/ Procurement Obligations
 [Making final payment to the suppliers]
Deliverable Handover Process
 Proper formal meeting
 Providing overview of the project
 Obtaining feedback from the client
21. APPROVALS
PREPARED BY:
Project Manager
Approved By:
Project Sponsor
Executive Sponsor
Client Sponsor
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