BA Business Management: LCBB5005 Project Management Report on Captify

This report presents a project management plan for Captify, a medium-sized company aiming to establish a new training floor for its employees. The report is divided into two assessments. Assessment 1 outlines the project's objectives, scope, stakeholder concerns, and risk assessment, along with a Gantt chart, financial budget, and benefits realization plan. It also addresses project execution challenges. Assessment 2 focuses on the monitoring and controlling phase, employing project management methodologies, and concludes with an end-of-project report, summarizing lessons learned, achieved benefits, scope adherence, and identified risks. The project involves developing a new floor equipped with advanced technology to facilitate effective employee training. The report covers various aspects of project management, including stakeholder analysis, risk mitigation, and financial planning, to ensure the successful implementation and execution of the project within the specified timeframe and budget.

Project Management

Table of Contents
INTRODUCTION......................................................................................................................3
Assessment 1..............................................................................................................................3
Objectives...............................................................................................................................3
Project Scope..........................................................................................................................3
Stakeholder concern...............................................................................................................4
Risk........................................................................................................................................5
Time (Gantt chart)..................................................................................................................7
Cost or financial budget.........................................................................................................7
Benefits realization.................................................................................................................8
Project execution challenges..................................................................................................9
Assessment 2............................................................................................................................10
Monitoring and controlling phase........................................................................................11
End of Project Report...............................................................................................................13
Outline of the objectives......................................................................................................13
Benefit which have achieved...............................................................................................13
Project stay with original scope...........................................................................................13
Changes made during the project.........................................................................................14
Summarize the lesson...........................................................................................................14
Risk identified......................................................................................................................14
CONCLUSION........................................................................................................................15
REFERENCES.........................................................................................................................16

INTRODUCTION
Project Management Plan is the plan which assist to manage and organize the
resources that help to attain the define aim. In the same way, to execute the plan in best
manner, project management comply with all the five stages such as Initiation, planning,
implementing, controlling and closing which includes all the important details regarding
project. For the study, Captify is chosen which is a small and medium based company.
Through the decided amount, company wants to establish a new floor within a building for
their employees as a training sector where new employees getting proper training session. So,
in the assessment 1, the study will shed a light upon importance of project management plan
in which objectives are define. Further scope of the project is also identified from the study
and different types of risk are identified along with stakeholder concern. Lastly, study
provide a budget which is required to execute the plan in better manner. Then study describe
the execution challenge which project manage face while implement the plan.
As per the assessment 2, study will determine analyze the tools and techniques which
are used for monitoring and controlling phase. Further, study will also use the project
management methodology which help to execute the entire project in better manner. Lastly, it
present the End of the Project report which include the lesson learnt during the whole project
and also assist to examine whether the project is met with the set objectives or not.
Here, company has undertaken a project of developing separate floor for providing training
to employees. also, in that new and advance technology tools will be installed in it to train
staff. This will enable in making easy to train staff in effective way.
Assessment 1
Objectives
Captify, who want to set a floor where company provide training session to their
employees regarding advance technology and thus, the objectives are as mention below:
 To determine the key aspect of project that helps to enhance the efficiency of an
organization by applying principle of project management.
 To examine the risk that may impact the project in negative manner and develop
strategy to minimize the same.
 To ascertain the advantage of implement new floor for the new employees.

Project Scope
Captify is the medium company who keep providing best technological solutions to
other company and its overall profit is also increased year by year. That is why, by
introducing new floor for new hires, company provide special training program and make
them comfortable within a new business (Lock, 2020). Thus, the scope of the project is
improve the financial performance of the company and that is why the main purpose of the
plan is to implement the project step by step so that it will help to execute the plan in better
manner.
In addition to this, by executing the plan within a floor then the company get many
advantage such that it will help to sustain the brand image and also employees thinks,
company invest for their betterment and this in turn encourage them to provide 100% support
in order to meet the define aim. The cost of executing the plan is also quite low and this will
help to improve the operations of the company in better manner.
Stakeholder concern
By using the stakeholder matrix which is a project management tool that help to
determine the project stakeholder to analyze the action which are necessary to align their
goals within a project. Hence, the matrix is as mention below:
Power
Keep satisfied
 Employees
 Customers
Manage Closely
 Competitors
Monitor
 Shareholders
 Investors
Keep Informed
 Government
Interest
Internal stakeholders: These are the stakeholder who are entities within a business and for
the project, these are the internal stakeholder:
 Project team:It is consider one of the most important key element of the project and
it is formulated by the individual for making actual results that helps to execute the
plan in better manner. Project team is lead by project manager and they make
important decision for the company as well.

 Top Management: Authorities, directors and division manager of Captify are
consider the internal stakeholder. The company also develop strategy and whole
management team together provide approval for the company in order to execute the
plan (Stocker and et.al., 2020).
External stakeholder:
 Government: It is the external stakeholder in which company have to comply all the
rules and inform government in order to make decision. As company is run under IT
field and that is why, it is necessary for Captify to complete the work as per specified
guidelines.
 Customers: They are also consider important external stakeholder who directly hit by
the decision, even they are not involved within a decision making process. Such as
when employees get effective training then they are able to meet the define need of a
customers and remain them satisfied (Rowe, 2020).
Stakeholder mapping:
 High power, low interest: Project team and Project manager are fall under the
category because they have to manage the work as per the requirement and also
responsible for all the task. Also, project manager have a high power and that is why,
they fall under this category.
 High power, high interest: It is top management of Captify who have a power to
make any change regarding the project and also make a decision accordingly. They
make decision and suggest any improvement to project manager in order to meet the
define aim (Sapapthai and et.al., 2020).
 Low power, high interest: Customers are fall under this category because they do
not have any power but the project is designed for their benefit only. Such as they are
more impact with the change in plan and that is why, the decision are taken as per the
need identified.
 Low power, low interest: Government are fall under this such that they are not
interested in company operation, but project manager should comply with the rules
and guidelines as specified.
Risk
To execute the project in better manner, there is a need to maintain the risk register so
that it will help to minimize the challenge up to some level. Through risk register, project

manager gather information in order to identify the hazard and risk and then take action
accordingly so that define aim and objectives are met in better manner.
Type of risk Impact Probability
(1- High,
(2- Moderate
(3- low)
Mitigation strategy
Financial risk: It means
fluctuation within a define budget
due to any error. Such as
spending extra amount in any
task
It creates direct
impact upon the
project and
affect into
negative
manner.
High In order to mitigate
the same, Project
Manager has to
allocate the budget
and keep review the
amount spend upon
define task. This will
help to minimize the
issue up to some
level. Also,
benchmarking tool
must be applied in
order to determine
the progress of a
project.
Legal Risk: It means Project
manager do not comply with any
risk. Such as employment act,
approval before starting any new
project etc.
If project
manager do not
comply with any
legal law, then it
creates negative
impact upon the
project and as a
result, project
got delays
(Olson and Wu
2020).
Medium To mitigate the risk,
project manager has
to make a register in
which all the
necessary legal terms
are required which
needs to be complied
so that project
manager completed
the project.
Communication Risk: It means a
project manager not disclose
important information with their
project team members and this
Due to poor
communication
channel, project
manager do not
Medium In order to minimize
the error, Project
manager should
develop an online

affect the results meet the define
aim and this
delays the entire
project.
platform in which all
the important
information is
mention to let
project team
members know
about this
Human Resource risk: It refers to
absent of any member or due to
personal reason they are not able
to come for a particular day.
This may affect
the entire project
in negative
manner.
High In order to minimize
the issue, Project
manager should
make sure that there
is a substitution of
every human
resource so that it
will help to cope up
with the issue up to
some level (Gomes
and et.al.,2020).
Time management risk - this risk
may occur due to delay in
finishing of activity it will result
in delay in finishing of floor
It will affect on
entire project as
well as cost
High Here, project
manager can identify
prioritize activity
and on basis of that
further schedule is
developed thus it
leads to completion
in specified time.
Technical risk- it is a risk which
arise due to technical fault or
error in system installed on floor
for training purpose.
This will impact
on training
process or
methods
Medium The system installed
on floor must be
tested and checked.
Then after they must
be installed.
Time (Gantt chart)
It is necessary to complete a project within specified time so that goals and objectives
are attained. For that it require to develop a schedule and analyse start and finish activity of
it. However, for that project is to be broken down into several stages and then for each

activity time is allocated. Thus, for present project it needs to be completed within 6
months. If there is delay in it then it leads to rise in cost as well. Hence, it is defined as below
Activity 2 days 3 days 5 days 7 days 5 days 4 days 6 days 2 days 2
days
Paper work
Marking
layout
Excavation
Foundation
work
Construction
of walls
Roofing
Plaster
Fixing of
doors and
windows
Painting
Cost or financial budget
A project require sufficient funds and resources to perform activities and tasks. Thus
it require a budge to b estimated so that actual cost needed within project is identified. On
basis of it changes are made and cost is distributed (Morford, 2020). The budget needs to be
properly allocated as any variation in it may delay in completion of project. Therefore, as
present project needs to be completed within budget of 50000 euros. So, cost is distributed as
Construction of floor 9500
Flooring work 2000
Painting and interior design 4500
Windows and doors 2500
Wages of labbour 3000
Raw materials cost 5000
Technological equipments 7500
Benefits realization
Every project is having its own benefits though which it is initiated. The benefits
depends on nature and type of project. Similarly, here project of developing an entire floor is

being prepared for training purpose. It can be evaluated that there are many benefit of
initiating this project. Also, it is necessary to identify benefit so that changes are done. For
that it require to determine stakeholder need in it. hence, benefit are defined as
First benefit is that developing a new floor will provide space for Captify to train their
employees. Here, new training sessions can be conducted in large space and it will include all
facilities required in it. (Khahro, Ali,. and Moriyani, 2020)
The floor will have new and advance technology trough which training is provided. It will
enable in giving effective training to them in proper way. Moreover, new tools and
techniques can b installed in it for training purpose.
The new floor will boost confidence of staff as they will be able to learn to use new tools and
techniques in operations. However, there will be change in training process as well.
Having a separate floor for training allows in distinguishing work and training floor. So,
anytime employees can be provided training. Captify will not have to depend on other firms
to provide training. Also, cost of space will be reduced as they will not have to go for any
other space for it.
A new culture will be developed in which it will boost morale of staff regarding their skills
and abilities. So, they will learn new skills in it that will bring creativity in them.
Hence, these all are benefits of constructing a new floor in building. With that it will
be easy to train staff with new technology and system. So, there will be a separate training
space available for them to train and learn new skills.
Project execution challenges
In a project there comes various challenges due to which it is impacted. The
challenges needs to be identified so that proper action and measure are taken. Through that, it
becomes easy to overcome those challenge. However, it may impact on completion of
project as well. likewise, in current project of developing floor plan as well there may occur
execution challenges. They are defined as (Mandičák, andBehúnová, 2020)
Lack of communication- this is common issue which occur in it. here, members may not be
aware about their roles, when project is started, method to communicate, etc. hence, it led to
rise in conflict and delay in start of project. So, there needs to have a clear communication

regarding what task is to be done, who report to whom, etc. when member does not know
about what they have to do then it results in chaos.
Lack of clear goals- the goals must be set in effective way so that team is aware about what
they have to do and why project is taken. Besides goals give overview about what is to be
done. So, if goals are not properly formed then project is not executed in well manner. The
goals set a vision in it. moreover, it provide a direction in which tasks are to be done. So, on
basis of that it is easy to proceed and complete project.
Budgeting issues- this issue may arise when budget is not set in effective way. This may
result in lack of funds in performing activity and delay in execution. Besides that, there may
be rise in cost as well in it. so, it can be challenge in execution of project.
Inadequate skills of team members- the skills of team member working within project may
be inadequate. They may not be able to understand their roles and perform tasks. Along with
it, members need to be trained in order to perform tasks. Hence, it can become challenge in
execution of project (Abdilahi, Fashina and Fakunle, 2020)
Inadequate risk management – it require effective and proper risk management so that risk
are mitigated. The measures are taken properly as well. but when risk is not identified
properly it may impact on project in effective way. Also, measure taken are not applied
properly which leads to delay in project.
Thus, these all are challenges which can occur during project execution. It may highly
impact on project activities, scope, etc. in negative way. Besides that, the challenges must be
overcome in effective way so that project is started within time as well.

Assessment 2
In order to execute the project in better manner, it is quite necessary for the project
manager to apply the project management methodologies which is a set of guiding principles
ad process in order to manage the project. Hence, the choice of the project management
methodology is define how the project is work and communicate with other project members
so that the define aim and objectives are met (Kononenko and Lutsenko, 2018). That is why,
in order to execute the project in better manner, PRINCE2 Methodology is applied by the
project manager in order to generate the best outcomes. Though this methodology has both
positive and negative impact, but still for construction purpose, project manager prefer to use
this type of methodology.
PRINCE2 Methodology is a process based approach which mainly focus on the firm
and also control the entire project i.e. from start to its end. It is because the project is
completely relied upon its 7 process and that is why, project manager is also uses this
methodology for constructing new floor for Captify. Moreover, these seven process is related
to starting a project, initiating a project, directing a project, managing a stage boundary,
controlling, manage product delivery and last is closing the project. These process help
project manager to analyze the error during each stage and make decision accordingly
(Mugeni, 2019). While this is not possible in the case of other methodology, also, in this
methodology, Project Manager specify the roles and responsibilities to each stakeholder so
that they understand their roles in better manner. Also, project manager keep guide their team
and also draws up the project plans that describe the entire project to the team so that they
understand what they expect to finish.
Also, when PRINCE2 Methodology is applied by the project manager, PM make sure
that two different techniques are used that assist to execute or implement the entire project in
well manner. Such as Project assurance which provide an independent view of how project
manager of Captify run the project. Also, the technique assist to reflect the interest of selected
members and examine whether they provide better solution or not. Another technique is
project support i.e. there are lots of management work is perform by the project manager and
that is why, with the help of this technique work is distributed to all and they can set up the
work accordingly (Manole and Grabara, 2016). Hence, this is clearly reflected that the
methodology also assist to manage the controlling change within a project and also explain
how to manage risk and quality so that best results are generated

The biggest advantage of using the method is such that it involve people from
different groups which include customers, suppliers, team so that they may share their views
to get best results. As there is no language barrier or communication error because the
method is recognize the need for a project’s control and breakpoints as well. Also, it is relied
upon the 7 principle which in turn assist to generate the best results and also accomplish the
define aim as well. Such as it focus upon the quality of a product by clearly define constitute
and also help to deliver the best results too (Hamad, Fadhil and Rasul, 2018). On the other
side, its biggest limitation is such that it require the senior management authority in order to
run the project in better and successful manner. Further, this methodology has only 2 tools
and techniqueswhich is not assessed by the project managers and that is why, most of them
do not use this methodology.
Overall, it is analyzed that by complying with PRINCE2 Methodology, project
manager easily perform the task and by complying with the principle, Captify easily develop
a new building that meet the define aim and also build a brand image at international level
too. Moreover, it also improve the communication between all the team members as well as
with external stakeholder which in turn leads to manage the entire project in better manner.
Monitoring and controlling phase
Project Monitoring refers to the process of keeping tracks of all the project related
metrics which include team performance, completion of each task that include team
performance and task duration. Thus, with the help of project monitoring, project manager
come to identify the progress of project and also involve all the stakeholders within a
decision making process as well. There are many ways through which the project manager
perform monitoring and in the same way, to run the project of Captify, there are some tools
and techniques which are used by the project manager in order to track each task. Such as:
Regular staff meeting: it is the most common and traditional way through which
project manager analyze the progress of the project. Such that by conducting regular meeting
with all the team members will help to determine the progress of the project. In this way,
project manager listen to their team members issue and this in turn leads to manage the same
and deliver the project in better manner as well (Ali, Chisab and Mnati, 2019). Moreover,
these meetings are conduct at annual, regular and monthly basis as per the requirement. But
in the case of Captify, project manager has to conduct the meeting at weekly in order to
ensure about progress.