SEB723 - Engineering Project Management: Project Plan and Report

This report presents a comprehensive project management plan and status report for an intelligent traffic control system. It begins with a project status report, emphasizing the importance of monitoring and control, including weekly tracking of project progress, schedule, and budget to ensure timely completion and adherence to the project scope. The report then details a stakeholder management plan, addressing potential conflicts and strategies for effective communication and change management within the project. The plan highlights the need for stakeholder engagement and the use of triple constraints (scope, budget, and quality) to manage changes effectively. Furthermore, the report includes an MS Project task analysis, focusing on techniques to remove over-allocation of resources and improve project efficiency. Finally, the report includes a reflection on the project management experience and outlines future career aspirations.

Running head: PROJECT MANAGEMENT
Project management
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Table of Contents
Task 1: Project status report............................................................................................................2
1.1 Monitoring and control..........................................................................................................2
Task 2: Project management plan....................................................................................................8
2.1 Stakeholder management plan...............................................................................................8
Task 3: MS project task.................................................................................................................11
3.1 Techniques for removing over allocation............................................................................11
Task 4: Reflection..........................................................................................................................13
References......................................................................................................................................15

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Task 1: Project status report
1.1 Monitoring and control
The present situation helps in reflecting that the team members of the project are
generally not giving proper effort in managing the status report as well as in reviewing the
progress of the project “intelligent traffic control system”. The project manager needs to
emphasize on the requirement for formalizing the monitoring of the project progress during the
project implementation phase [4]. The project manager must ask the team members to track the
status of the project and cost on a weekly basis and provide them in the form of reporting to the
higher authorities of the organization for providing them information about the current status of
the project. Mentoring the present project status for intelligent traffic control system is generally
required for making sure that the project is on the track and the entire work gets completed
within the timeline [6]. If the project is running behind the project schedule then the project team
will generally take the initiative of managing the time instantly and thus the project does not
need to face delay in the project.
As project monitoring is considered as one of the procedures that generally keep track on
the performance of the team as well as on the different potential so that corrective actions can
generally be taken for ensuring that the entire project is within the scope [3]. When the project
managers generally take important or significant decisions then they must need to verify data.
Thus, the monitoring of the project “intelligent traffic control system” is considered to be vital
for taking intelligent decisions that will be vital for the success of the project. Regular reporting
including the display of the project time that is intended to be needed generally helps in
determining the present issues so that proper timely adjustments can generally be done on the
schedule of the project [1].

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In the present project, it is quite necessary to monitor the schedule, budget as well as
project quality. Tracking of project schedule is generally necessary for ensuring that no delay
within the project will occur whereas the cost of the project is generally tracked for making sure
that the project will get completed within the assigned budget [4]. In addition to this, proper
tracking on the project quality is considered to be important for making sure that proper quality
metrics are mainly utilized within the project [3]. The comprehensive plan that is generally
developed for monitoring the report as well as for sharing it in the project review meetings are
generally provided in the form of table below:
Review
meeting
PM aspects Monitoring Responsible Form of
reporting
Weekly
meeting
Project schedule The schedule of
the project is
monitored for
checking
whether the
project that is
progressing is
generally
running as per
the schedule or
behind the
project schedule.
The status of the
Project planner
is mainly
responsible.
Project status
reporting.

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schedule is done
so that if any
delay in the
project occur
then the
managers can be
able to take
proper action at
that moment for
resolving the
project risks as
well as
challenges.
Monthly Project budget The budget of
the project needs
to be monitored
for checking
whether the
expenses on the
execution of the
project activities
are generally
done properly or
Financial
manager
Expenditure
report

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not. If the
project budget
outflows then
instant option
will be taken by
the financial
managers for
controlling the
expenditure so
that no financial
issues can
generally occur
within the
project.
When needed Scope of the project The project
scope should be
reviewed when
required for
checking
whether the
project is using
the strategies or
the scope for
Manager Scope
documentation

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analyzing the
chances of scope
creep in the
project. If the
chances of the
scope creep in
the project is
quite high then
the project
managers
generally take
proper action for
reducing or
resolving the
challenges that is
associated with
the scope.
Monthly Project quality Reviewing the
quality of the
project should be
done for making
sure that proper
quality standards
Quality analyst Quality analysis
report

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and quality
metrics are
generally
utilized within
the project. The
quality standards
review are
needed for
maintaining
proper quality of
the project
successfully.
It is found that out of all the criterions that are reviewed, most priority is generally
provided to the project schedule as well as cost. It is found that the activities that are highlighted
in yellow are more prioritized for monitoring so that proper tracking of cost and time is done for
analyzing whether the activities are running successfully or not [2]. As both the time and cost are
considered as important factors therefore weekly review needs to be making sure that the project
will get completed within the reassumed deadline and budget without facing any type of
challenges and issues within the project.

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Figure 1: Screenshot reflecting prioritized activities
(Source: Created by Author)

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Task 2: Project management plan
2.1 Stakeholder management plan
The current situation states that a change that is being done on the project is not accepted
by a major stakeholder group as per the change management team. It is found that due to
unacceptance of the change that is required in the project, a situation of conflict may arise in the
project. The situation of conflict within the project should be handled with the help of the project
manager [9]. The conflict or disagreement among a group of project team of intelligent traffic
control system must resolved by reflecting them the importance of the change that is bring done
on the project and how the change that will be done will generally benefit the progress of the
entire project. In addition to this, it is also the responsibility of the managers to know the reason
behind the disagreement or unacceptance of the changes within the project. It is found that
proper communication with the stakeholder group about the change requirement is one of the
major as well as important steps for resolving the problem of disagreement within the project
[12]. Communicating with project stakeholder group of intelligent traffic control system helps in
properly reflecting the benefit that the project will achieve after the change is successfully
implemented. By showcasing the advantages of the change that is required and by
communicating successfully, make the project team generally can be able to make the
stakeholder group understand that the change is generally required so that they can accept the
changes which are needed.
It is found that in order to undertake the change management within the project, it is
necessary to use proper change management plan. As change management is considered as one
of the terms that generally helps in covering all the different types of processes that are generally
implemented for successfully preparing as well as supporting the entire change within the

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organization [7]. Change management in context to the project is generally considered as one of
the procedures of the change control that is generally required within the project for successfully
managing the changes that are required in the project. One of the best ways is to utilize triple
constraint for successfully managing the changes within the project. The triple constraint is
generally refereed as one of the procedures that generally assists in proper management of the
project budget, scope as well as quality of the project [12]. For successful change management, it
is quite necessary to control the triple constraint in the project “intelligent traffic control system”
so that whenever the changes are generally introduced within the PM plan. Proper focus on the
triple constraint while undertaking change management is considered as one of the vital steps for
successfully managing the changes within the project by avoiding different types of challenges
[11]. For example, in order to make any technical change in the project, approval from the
various stakeholders needs to be taken that is reflected with the stakeholder management plan
below:
Stakeholder Interest/power Approval
Project manager Interest- High
Power -High
Needed
Project planner Interest- High
Power -Medium
Not required
Technical engineer Interest- High
Power -Medium
Needed
Stakeholder management plan
Stakeholder Importance Current
support
Need from
stakeholder
Strategy for
increasing
Way to
communicat

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support e
Project
manager
High High For keeping
track
To maintain
schedule
Face to face
Sponsor High High For releasing
funding
Updating
project time
Emails
Government High Low For checking
permission
Following
regulation
Email/face to
face
Project
planner
High High For focussing
on project
plan
For
managing
schedule
Email/face to
face
Furthermore, the changes that are done which the project should be done by utilizing
proper procedure. The change management procedure is one of the sequences of the steps or the
activities that are mainly needed by the project team for successfully applying the change
management for driving the project individuals in order to make sure that the changes are helpful
in meeting the objectives [8]. In the first step, proper preparation for the change is made which is
followed by proper management of the changes so that the changes can be reinforced by
collecting proper feedback as well as audit compliance. In order to undertake successful change
management, the proper communication with the team members is very much vital [9]. Due to
inappropriate communication disagreements occur during the implementation as well as
acceptance of the changes. Therefore, the project manager must communicate effectively with
the project team by following proper tools of communication.
Change management training for the managers should be arranged as the supervisors
generally plays a vital role in managing the change. The project manager generally has effective