Project Management Report: Building a Common Room for Students

This report outlines the project management plan for the construction of a common room building on a college campus in New Zealand. It includes a detailed executive summary, task lists, and a Work Breakdown Structure (WBS) to define the project's scope. The report covers network diagram...Read More

Running head: PROJECT MANAGEMENT
Project Management: Build a common room for students on campus
Name of the student:
Name of the university:

1PROJECT MANAGEMENT
Executive Summary
The essence of this report is focused on design and construction of a common room building
project within the college premise in New Zealand. However, for successful design and
implementation of this project an accurate timeframe including a WBS, network diagram should
be prepared and those are also illustrated in this report. Apart from this, a stakeholder
management and resource management plan are demonstrated in this report. It is assumed that if
all the specifications are properly followed and maintained accordingly then the project team
members and the project manager will be able to meet the objectives.

2PROJECT MANAGEMENT
Table of Contents
Introduction......................................................................................................................................3
Task 1: Project plan requirements...................................................................................................3
1.1 Task indication and structures...............................................................................................3
a. Development of a detailed task list......................................................................................3
b. Development of a Work Breakdown Structure (WBS).......................................................5
1.2 Network Diagram and scheduling.........................................................................................5
a. Prepare a Gantt chart............................................................................................................5
b. Drawing a network diagram and a critical path...................................................................9
1.3 Resources and budget allocation...........................................................................................9
a. Preparation of a resource list................................................................................................9
b. Allocation of budget for each activity...............................................................................10
c. Estimation of overall project budget..................................................................................11
1.4 Risk management plan.........................................................................................................11
a. Identification of risks associated to each project activities................................................11
b. Risk analysis plan based on probability and impact..........................................................12
c. Identification and explain the response plan along with the corresponding tasks.............13
1.5 Human Resource Management plan....................................................................................14
a. Describing the roles and responsibilities of a project manager and team members..........14
b. developing responsibility matrix for each of the team members.......................................15
1.6 Presentation..........................................................................................................................17
Task 2: Collaboration with key stakeholders.................................................................................17
2.1 Identification of key stakeholders........................................................................................17
2.2 Expectation from each stakeholder......................................................................................18

3PROJECT MANAGEMENT
2.3 Challenges faced by the team leaders..................................................................................19
2.4 Development and description of techniques to maintain productive collaboration with the
stakeholders...............................................................................................................................20
2.5 Techniques for conflict resolution.......................................................................................20
2.6 Challenges faced project leaders while managing culturally diverse project team.............21
2.7 Explaining the importance of professional behavior...........................................................21
Example of unprofessional behavior.........................................................................................21
2.8 Examining the culturally and socially appropriate behaviors relating project management
...................................................................................................................................................22
Conclusion.....................................................................................................................................22
References......................................................................................................................................24

4PROJECT MANAGEMENT
Introduction
This report depicts the crucial necessity of using project management prcatices while
implementing any project in the real life scenario. For this specific report the case scenario that
has been chosen is building of a common room for students within the college campus in New
Zealand. In order to build the common room the project manager requires assigning proper
stakeholders and resources to this project. Apart from this, the construction is required to be
absolutely professional following the waterfall project development method.
A detail task list including Gantt chart, resource list, stakeholder list and network diagram
is also elaborated in this report. The Work Breakdown Structure (WBS) developed for this
project identifies the key stakeholders, their roles, interest and also the policy and timeframe they
are needed to follow throughout the project planning and implementation period.
Task 1: Project plan requirements
1.1 Task indication and structures
a. Development of a detailed task list
WBS Task Name
0 Common room building project
1 Project initiation phase
1.1 Survey to identify the need for common room building project
1.1.1 Site inspection
1.1.2 Request permits
1.1.3 Buying project materials
1.1.4 Taking permits from the college authority and governing body
1.1.5 Contract signing to contractor ad sub contractors
1.1.5.1 Lay foundation

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1.1.5.2 Project budget estimation
1.1.5.3 Project outline document design
2 Project planning phase
2.1 Details survey of the site
2.2 Contract to interior
2.3 Contract to painter
2.4 Contract to electrician and plumbers
3 Installation of wallboard
3.1 Building substructure and a superstructure for the common room
3.2 External work details
3.3 Final testing and commission
3.4 Common room structure outlining
3.5 Final construction with quality interior and exterior
4 Project execution phase
4.1 Columns reinforce, shuttering and concrete
4.2 Slabs shuttering by installing ribs
4.3 Reinforcing and concrete slabs
4.4 Construction finalization
5 Project monitoring phase
5.1 Interior finalization with painting
5.2 Cladding exterior wall
5.3 Floor tiling with false ceiling design
6 Project closure phase
6.1 Placing furniture as per the needs
6.2 Placing indoor gaming (TT, Chase, carom)

6PROJECT MANAGEMENT
b. Development of a Work Breakdown Structure (WBS)
Common room building
project
Project initiation phase
Survey to identify the
need for common room
building project
Site inspection
Request permits
Buying project
materials
Taking permits from
the college authority
and governing body
Contract signing to
contractor ad sub
contractors
Lay foundation
Project budget
estimation
Project outline
document design
Project planning phase
Details survey of the
site
Contract to interior
Contract to painter
Contract to
electrician and
plumbers
Installation of wallboard
Building
substructure and a
superstructure for
the common room
External work
details
Final testing and
commission
Common room
structure outlining
Final construction
with quality interior
and exterior
Project execution phase
Columns reinforce,
shuttering and
concrete
Slabs shuttering by
installing ribs
Reinforcing and
concrete slabs
Construction
finalization
Project monitoring phase
Interior finalization
with painting
Cladding exterior
wall
Floor tiling with false
ceiling design
Project closure phase
Placing furniture as
per the needs
Placing indoor
gaming (TT, Chase,
carom)
Figure 1: Work Breakdown Structure (WBS)
(Source: created by author)
1.2 Network Diagram and scheduling
a. Prepare a Gantt chart
WBS Task Name Duration Start Finish Resource Names Cost
0 Common room building
project 155 days Tue
1/22/19
Mon
8/26/19 $33,556.00
1 Project initiation phase 32 days Tue
1/22/19
Wed
3/6/19 $6,168.00
1.1
Survey to identify the
need for common room
building project
32 days Tue
1/22/19
Wed
3/6/19 $6,168.00
1.1.1 Site inspection 6 days Tue Tue Project manager $960.00

7PROJECT MANAGEMENT
1/22/19 1/29/19
1.1.2 Request permits 5 days Wed
1/30/19
Tue
2/5/19 contractor $1,000.00
1.1.3 Buying project materials 9 days Wed
1/30/19
Mon
2/11/19 subcontractor $1,080.00
1.1.4
Taking permits from the
college authority and
governing body
5 days Tue
2/12/19
Mon
2/18/19 civil engineer $680.00
1.1.5
Contract signing to
contractor ad sub
contractors
17 days Tue
2/12/19
Wed
3/6/19 $2,448.00
1.1.5.1 Lay foundation 6 days Tue
2/12/19
Tue
2/19/19 architect $768.00
1.1.5.2 Project budget
estimation 5 days Wed
2/20/19
Tue
2/26/19 finance manager $720.00
1.1.5.3 Project outline
document design 6 days Wed
2/27/19
Wed
3/6/19 Project manager $960.00
2 Project planning phase 22 days Thu
3/7/19
Fri
4/5/19 $5,224.00
2.1 Details survey of the site 8 days Thu
3/7/19
Mon
3/18/19
architect,
contractor $2,624.00
2.2 Contract to interior 3 days Tue
3/19/19
Thu
3/21/19 Interior cost[1] $1,800.00
2.3 Contract to painter 6 days Fri
3/22/19
Fri
3/29/19 wall painting [1] $600.00
2.4 Contract to electrician and
plumbers 5 days Mon
4/1/19
Fri
4/5/19 electric cost[1] $200.00
3 Installation of wallboard 38 days Mon
4/8/19
Wed
5/29/19 $9,900.00
3.1
Building substructure and
a superstructure for the
common room
7 days Mon
4/8/19
Tue
4/16/19 exterior cost[1] $2,500.00
3.2 External work details 8 days Wed
4/17/19
Fri
4/26/19 contractor $1,600.00
3.3 Final testing and
commission 8 days Mon
4/29/19
Wed
5/8/19 Project manager $1,280.00
3.4 Common room structure
outlining 5 days Thu
5/9/19
Wed
5/15/19
architect, civil
engineer $1,320.00
3.5 Final construction with
quality interior and exterior 10 days Thu
5/16/19
Wed
5/29/19
contractor,
subcontractor $3,200.00
4 Project execution phase 31 days Thu
5/30/19
Thu
7/11/19 $5,864.00
4.1 Columns reinforce, 5 days Thu Wed labors, slab $1,000.00

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shuttering and concrete 5/30/19 6/5/19 building[1]
4.2 Slabs shuttering by
installing ribs 9 days Thu
6/6/19
Tue
6/18/19 slab building[1] $800.00
4.3 Reinforcing and concrete
slabs 8 days Wed
6/19/19
Fri
6/28/19
architect,
contractor $2,624.00
4.4 Construction finalization 9 days Mon
7/1/19
Thu
7/11/19 Project manager $1,440.00
5 Project monitoring phase 19 days Fri
7/12/19
Wed
8/7/19 $3,580.00
5.1 Interior finalization with
painting 5 days Fri
7/12/19
Thu
7/18/19 Interior cost[1] $1,800.00
5.2 Cladding exterior wall 5 days Fri
7/19/19
Thu
7/25/19
civil engineer,
subcontractor $1,280.00
5.3 Floor tiling with false
ceiling design 9 days Fri
7/26/19
Wed
8/7/19 Flooring cost[1] $500.00
6 Project closure phase 13 days Thu
8/8/19
Mon
8/26/19 $2,820.00
6.1 Placing furniture as per the
needs 5 days Thu
8/8/19
Wed
8/14/19
architect, civil
engineer $1,320.00
6.2 Placing indoor gaming
(TT, Chase, carom) 8 days Thu
8/15/19
Mon
8/26/19 gaming cost[1] $1,500.00

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Figure 2: Gantt chart for the common room building project
(Source: Created by author)

10PROJECT MANAGEMENT
b. Drawing a network diagram and a critical path
Figure 3: Network Diagram for the Common room building project
(Source: created by author)
1.3 Resources and budget allocation
a. Preparation of a resource list
Resource Name Max. Units Std. Rate Cost/Use Accrue At Base Calendar
Project manager 100% $20.00/hr $0.00 Prorated Standard
finance manager 100% $18.00/hr $0.00 Prorated Standard
civil engineer 100% $17.00/hr $0.00 Prorated Standard
architect 100% $16.00/hr $0.00 Prorated Standard
contractor 100% $25.00/hr $0.00 Prorated Standard
subcontractor 100% $15.00/hr $0.00 Prorated Standard
electric cost $200.00 $0.00 Prorated
Interior cost $1,800.00 $0.00 Prorated
labors 100% $5.00/hr $0.00 Prorated Standard

11PROJECT MANAGEMENT
exterior cost $2,500.00 $0.00 Prorated
slab building $800.00 $0.00 Prorated
wall painting $600.00 $0.00 Prorated
Flooring cost $500.00 $0.00 Prorated
b. Allocation of budget for each activity
WBS Task Name Duration Resource Names Cost
0 Common room building project 155 days $33,556.00
1 Project initiation phase 32 days $6,168.00
1.1 Survey to identify the need for common
room building project 32 days $6,168.00
1.1.1 Site inspection 6 days Project manager $960.00
1.1.2 Request permits 5 days contractor $1,000.00
1.1.3 Buying project materials 9 days subcontractor $1,080.00
1.1.4 Taking permits from the college
authority and governing body 5 days civil engineer $680.00
1.1.5 Contract signing to contractor ad sub
contractors 17 days $2,448.00
1.1.5.1 Lay foundation 6 days architect $768.00
1.1.5.2 Project budget estimation 5 days finance manager $720.00
1.1.5.3 Project outline document design 6 days Project manager $960.00
2 Project planning phase 22 days $5,224.00
2.1 Details survey of the site 8 days architect, contractor $2,624.00
2.2 Contract to interior 3 days Interior cost[1] $1,800.00
2.3 Contract to painter 6 days wall painting [1] $600.00
2.4 Contract to electrician and plumbers 5 days electric cost[1] $200.00
3 Installation of wallboard 38 days $9,900.00
3.1 Building substructure and a superstructure
for the common room 7 days exterior cost[1] $2,500.00
3.2 External work details 8 days contractor $1,600.00
3.3 Final testing and commission 8 days Project manager $1,280.00
3.4 Common room structure outlining 5 days architect, civil
engineer $1,320.00
3.5 Final construction with quality interior
and exterior 10 days contractor,
subcontractor $3,200.00
4 Project execution phase 31 days $5,864.00
4.1 Columns reinforce, shuttering and
concrete 5 days labors, slab
building[1] $1,000.00
4.2 Slabs shuttering by installing ribs 9 days slab building[1] $800.00

12PROJECT MANAGEMENT
4.3 Reinforcing and concrete slabs 8 days architect, contractor $2,624.00
4.4 Construction finalization 9 days Project manager $1,440.00
5 Project monitoring phase 19 days $3,580.00
5.1 Interior finalization with painting 5 days Interior cost[1] $1,800.00
5.2 Cladding exterior wall 5 days civil engineer,
subcontractor $1,280.00
5.3 Floor tiling with false ceiling design 9 days Flooring cost[1] $500.00
6 Project closure phase 13 days $2,820.00
6.1 Placing furniture as per the needs 5 days architect, civil
engineer $1,320.00
6.2 Placing indoor gaming (TT, Chase,
carom) 8 days gaming cost[1] $1,500.00
c. Estimation of overall project budget
In order to accomplish the common room building construction project the net budget
that has been estimated is $36,000. It is the responsibility of the assigned project team members
to accomplish their assigned roles within that time and cost.
1.4 Risk management plan
a. Identification of risks associated to each project activities
Project initiation phase Risks
Survey to identify the
need for common room
building project
If proper results are not gathered or collected from college governing
body/committee and students regarding its need then the entire
project will fail to meet the owner’s requirements
Contract signing to
contractor and sub
contractors
Before staring the project contractors and subcontractors should be
assigned to their respective roles. If it is not done accurately then the
project will fail to meet the preliminary construction needs and
requirements.
Project planning phase The project charter is required to be developed in this phase to ensure

13PROJECT MANAGEMENT
the project outline if it is not done then the entire project will be a
failure.
Installation of wallboard
The wallboard should be placed properly to ensure the security if its
is not done then the security will be interrupted
Project execution phase
The project must be executed considering all construction elements
properly. It is not done then the project objectives will be interrupted
completely.
Project monitoring
phase
During progress, the project needs to be monitored accordingly rather
the project should be properly tracked if tracking is not then the
project status report generation will be very much difficult.
Project closure phase
The project needs to be closed after developing comparing results
between the project objectives and project outcomes. If this is not
done then major risk with over allocation of cost and over running
budget will raise.
b. Risk analysis plan based on probability and impact
Risk Id Name of the
risk
Impact of the
risk
Probability of
the risk
Score for the
ranked risks
R12 Improper budget
estimation
Significant (3) Unlikely (2) Medium (6)
R10 Lack of
communication
among the
Catastrophic (5) Moderate (3) High (15)

14PROJECT MANAGEMENT
project
stakeholders
R24 Improper
allocation of time
for the project
Likely (4) Minor (1) Low (4)
R6 Inaccurate
resource
allocation for the
project
Catastrophic (5) Major (4) Extreme (20)
R4 Lack of skills
among the
project team
members
Rare (1) Moderate (2) Low (2)
c. Identification and explain the response plan along with the corresponding tasks
Risk
Id
Name of the risk Risk response
R12 Improper budget estimation At the project initiation phase, the project finance manager
and the contractor requires estimating the net budget for
the project.

15PROJECT MANAGEMENT
R10 Lack of communication
among the project
stakeholders
The contractors and the other stakeholders should use
open communication while interacting to the rest of the
project associates
R24 Improper allocation of time
for the project
Based on the task complexities at the project initiation
phase the project budget should be prepared by the project
manager and the project team members.
R6 Inaccurate resource
allocation for the project
Depending on the project requirements, the resources
should be assigned to the project task activities
professionally
R4 Lack of skills among the
project team members
As soon as the project team will be assigned the
contractors should arrange training and development
session for the project associates.
1.5 Human Resource Management plan
a. Describing the roles and responsibilities of a project manager and team members
Members Roles Responsibilities
Project manager Internal To complete the project
within the assigned timeframe
and budget
Finance manager Internal The finance manager should
estimate the expected net cost
of the project before planning

16PROJECT MANAGEMENT
the project details.
Contractor External The contractors should assign
proper roles and
responsibilities to the
assigned subcontractors
Civil engineer External The civil engineer must
outline the design of the
outline of common room
before the construction
project get started.
Architect External The architect are assigned to
design the interior and
exterior of the common room
b. developing responsibility matrix for each of the team members
Project
activities list
Project leaders Team members of
the project
Supportive team
for the project
Project
sponsors
Contractor Subcontractor Project
manage
r
Finance
manager
Civil
engineer
Architect
Site
inspection
C I A I/C R A R/A
Request
permits
C I A I/C R R C/I

17PROJECT MANAGEMENT
Buying
project materials
C I A I/C R/A R I
Taking
permits from the
college
authority and
governing body
R C R I R/A R I
Lay
foundation
I A I/C I A C R
Project
budget
estimation
C R I I A R/I I
Project
outline
document
design
R R/A R I R/A I C
Details
survey of the
site
I/C R/A R R/A R I R/A
Contract to
interior
R/A R I R/A
Contract to
painter
I A I/C R/A R I R/A
Contract to
electrician and
plumbers
C R I R I C
Building
substructure and
a superstructure
for the common
room
R/A I A I/C R I
External
work details
R/A R R/A R R/A R R/A
Final
testing and
commission
R/A R/A R/A
Common
room structure
outlining
A I/C R/A I/C R/A I/C R/A
Final
construction
with quality
interior and
R I R I R I R

18PROJECT MANAGEMENT
exterior
Columns
reinforce,
shuttering and
concrete
C R R/A R C R R/A
Slabs
shuttering by
installing ribs
C A R/A R I A R/A
Reinforcing
and concrete
slabs
I A I A I/C R/A R
Construction
finalization
C R C R I R/A R
Interior
finalization with
painting
I A I/C R/A I/C R/A R
Cladding
exterior wall
C R I I R/A R I
Floor tiling
with false
ceiling design
C R I I A I/C I
Placing
furniture as per
the needs
C R I C R I C
Placing
indoor gaming
(TT, Chase,
carom)
C R I I R/A R I
1.6 Presentation
Task 2: Collaboration with key stakeholders
2.1 Identification of key stakeholders
Project key
stakeholders
Their importance
Resource
manager
The resource manager plays important role while managing project. They
will assign accurate resources with respect to the project activities.

19PROJECT MANAGEMENT
Project sponsors The responsibility of the project sponsors are to invest needful capital so
that the project can be accomplished successfully.
Contractors and
subcontractor
The contractors and subcontractors will help the project manager to provide
a quality work to the project owners without cost overrun and schedule
slippage.
Architect As per the demand and request of the college authority and students the
architects should design the common room interior. Due to this reason
assigning an architect is much crucial for this common room construction
project.
2.2 Expectation from each stakeholder
Project key
stakeholders
Expectation
Resource manager It is expected that the resource manager will control and monitor the
progress of the project efficiently.
Project sponsors The project are expectedly invest needful capital for the project
completion
Contractors and
subcontractor
The contractors and the subcontractors are expected to work according
to the SLA and contract agreement
Architect It is expected that, the architect will deliver a much attractive and
beautifully decorated common room for the college students.

20PROJECT MANAGEMENT
According to project requirements, project policies and timeframe, it is desired that the
expectation from project stakeholders will become absolutely clear and transparent. If proper
team support is provided to the higher authorities then the stakeholders will definitely deliver the
expected team objectives.
2.3 Challenges faced by the team leaders
Communication challenge: Communication challenge or interaction issue is referred to
as one of the most significant challenge faced by the project leader. Due to unprofessional
interaction the leader may not support the rest of the team members.
Insufficient skill among the team members: If it is determined, that the project team
members are not having sufficient skills then it will become little difficult for the project leader
to govern the team members or lead them towards success framework.
Inaccurate risk management: Before identifying target audience always the project
leader requires to identify the possible risks and professional response to those. If it is not done
professionally then the project leader may face major risks.
Not usage of project management software: If the project leader fails to identify, select
and choose appropriate project management software then they might face serious issues.
Internal team conflict: Due to lack of professional norms and regulations among the
project team members sometime it is possible that, the project leaders are failing to keep the
team members all together. Internal team conflict is a major issue which needs to be resolved
sooner.

21PROJECT MANAGEMENT
2.4 Development and description of techniques to maintain productive collaboration
with the stakeholders
In order to maintain productive collaboration with the stakeholders the techniques must
be followed are as follows:
Creation of clear and compelling cause: In order to create cohesion, the team members
should provide convincing reasons to the team members regarding company mission, vision and
strategies. Apart from this, the project stakeholders are required to establish a team goal to make
the progress much easier and consumer centric.
Encourage the team members: The team members are needed to be motivated and
encouraged accordingly so that they can feel interested regarding their assigned job roles and
responsibilities. It will give the project team members a better understanding so that they can
recognize, reward and celebrate a collaborative behavior each phase of the project design and
development.
2.5 Techniques for conflict resolution
Implementation of open communication: In order to avoid conflict among the project
manager and the project team members each of the members needs to use open communication
strategy. Open communication gives the members an interactive and independent platform where
they can share their ideas and innovation much clearly.
Developing common norms and values: The project manager should develop common
norms and values for the project team members. It is desired that, all the members will follow
those common norms and regulations to resolve intra team conflict. The issues of project scope
creep and performance errors will be resolved or mitigated with such implementation.

22PROJECT MANAGEMENT
2.6 Challenges faced project leaders while managing culturally diverse project team
Misinterpretation of professional communication: The professional communication
used by the project team members can be misinterpreted by the project leader while sharing ideas
and knowledge.
Collegues coming from separate cultural background: If it is found that the collegues
are coming from completely separate cultural background then it will be difficult for the leaders
to lead them or direct them eventually.
Scope creep: A diverse project team can be increased over a project lifecycle due to
cultural diversity among the project team members. In such situation the project leader may face
severe challenge.
Conflicting working style across the project team: If the working styles of the project
team members are found to be extremely conflicting and diverse in nature then it will hamper the
expected productivity of the organization.
2.7 Explaining the importance of professional behavior
In these days professional behavior or professionalism is identified as the major aspects
that help to operate the working environment appropriately. It encompasses the behavior of an
employee including his or her appearance and followed work ethics as well. It is determined that,
an employee who follows high professionalism can perceive being comparatively reliable and
credible performers than other working employees. Therefore, professional behavior can lead
such employee frequently towards rewards and awards also. Professional behavior can resolve
the issues of internal team conflicts by creating a boundary line, sense of responsibilities.
Professional behavior can handle complex work cultures and various unavoidable risks also.

23PROJECT MANAGEMENT
Thus, while working in any business organization people must follow professional behavioral
codes and regulations.
Example of unprofessional behavior
Non responsiveness: Non responsive behavior of the project manager and the project
team members are extremely unprofessionally.
Laziness: Lazy approach is another unresponsive behavior with interrupts the project
progress pathway.
Disclosure of confidential office data: Disclosing the office information outside he
office remise is the other unethical behavior.
2.8 Examining the culturally and socially appropriate behaviors relating project
management
The cultural behaviors are as follows:
Adaptability: It is determined that the project manager and project team members are
required to have proper cultural adoptability based on the project requirements. If they can create
proper acceptance habit then it will support the entire project objectives.
Individuality: The team associates should have individuality to add creativity in the
project outcomes.
The social behaviors are as follows:
Team building skills: The project team members must have proper team building skills
considering their knowledge and experience.

24PROJECT MANAGEMENT
Leadership and motivation skills: The leaders must support the team associates with
motivational skills. It will help the project team member to generate a functionally and
operationally successful platform.
Conclusion
From the overall discussion it can be concluded that, in order to design and develop the
common room building project in a college campus of New Zealand the project manager should
assign professional stakeholders. They must promote a risk management plan and
communication management plan in terms of RACI matrix and Risk Register to ensure the
success of the project. A list of challenges facing by the project team members and the
stakeholders are also elaborated in this report. A risk management plan and techniques for
maintaining the productive collaboration along with stakeholders for delivering success project
to the consumers are also elaborated. It is assumed that if the project constraints are properly
assigned and estimated then the project manager/leader will not face any such massive or major
challenge.

25PROJECT MANAGEMENT
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