MGT5IPM: Light Up Quelicai Project Execution and Risk Management

This project report details the 'Light Up Quelicai' initiative undertaken by the Alternative Technology Association (ATA), an NGO focused on sustainable energy solutions. The project aims to provide electricity to approximately 100 houses in the Quelicai region of East Timor, where kerosene lamps are currently used, leading to health issues. The report outlines a comprehensive project execution plan, including scope, schedule, cost, quality, and stakeholder management plans. It emphasizes the importance of a Gantt chart for schedule management, a bottom-up estimation method for cost control, and flowchart methods for quality assurance. Furthermore, the report includes a detailed risk management plan, identifying potential risks such as corruption, stakeholder conflicts, weather changes, and currency fluctuations. It performs both qualitative and quantitative risk analyses, offering mitigation strategies like avoidance, acceptance, and transfer. The project also focuses on stakeholder responsibilities and ensures the project's successful delivery and sustainability.

Running head: PROJECT MANAGEMENT
Project- The "Light up Quelicai" Project
Name of the Student
Name of the University
Author’s Note

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Table of Contents
1. Introduction..................................................................................................................................2
2. Project execution plan..................................................................................................................2
2.1 Project description.................................................................................................................2
2.2 Scope management plan........................................................................................................2
2.3 Schedule management plan...................................................................................................3
2.4 Cost management plan...........................................................................................................4
2.5 Quality management plan......................................................................................................4
2.6 Stakeholder management plan...............................................................................................5
3. Risk Management Planning.........................................................................................................6
3.1 Identification of Risks............................................................................................................6
3.2 Performance of Qualitative Risk Analysis............................................................................7
3.2 Performance of Quantitative Risk Analysis..........................................................................9
3.3 Responses of Plan Risks......................................................................................................10
3.4 Monitor and Manage the Risks............................................................................................12
Conclusion.....................................................................................................................................12
Bibliography..................................................................................................................................13

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1. Introduction
The ATA (Alternative Technology Association) which is one of the non-government
organization that was mainly established in the year 1980 with the purpose of implementing
various types of renewable projects. It is found as the people of Quelicai does not have proper
electricity supply and as a result they use kerosene oil lamps that causes a number of diseases
and therefore ATA wants to undertake a project with the help of which the people of Quelicai
can move to sustainable energy source for lightening.
2. Project execution plan
The chief purpose of the execution plan is to properly develop as well as produce the
expected deliverables of the project which requires to be delivered on time and should meet all
the scope and generally helps in fulfilling the quality requirements of the customers. In addition
to this, the success of the entire project is properly dependent on the planning procedure quality.
2.1 Project description
The paper mainly reflects on “Light up Quelicai” which mainly aims to provide proper
electricity facility to around 100 houses within the mountain’s region. The main reason due to
which the people of that region faces issues is due to the absence of electricity grid and as result
they utilizes kerosene oil for lightening which are considered to be quite harmful for breathing
and further causes a number of diseases. In order to resolve this issue, the organization wants to
select an alternative or sustainable option for lightening that region.
2.2 Scope management plan
According to Raza (2019), the scope management plan is generally referred as one of the
guidelines that helps in properly defining, validating as well as successfully controlling the scope

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of the project. It further helps in offering the project manager proper road map for successfully
managing the work activities that are required for finishing the project work. In order to develop
the entire scope management plan, it is quite important for the project team to properly undertake
analysis on the charter as well as on different environmental factors including organizational
culture. The different types of information which are gathered as helpful in exercising expert
judgements for evaluating as well as collecting different types of project-based deliverables.
After undertaking proper analysis, the main work of the administrative employee is to collect and
record all the important information within a document so that it can be used in the future (Papp
2018). The main purpose is to develop a scope statement as well as A WBS based on the needs
of the project. Moreover, the scope management plan is helpful in clarifying the approach for
verifying as well as controlling the scope of the project. In addition to this, the life cycle of the
project generally includes phases like initiation, planning, execution, monitoring and closure.
2.3 Schedule management plan
The schedule management plan that is created in helpful for the manager for successfully
controlling the time of the project properly for dividing the work packages. The Quelicai project
duration is from 2014 to 2016 because construction can only occur in dry season that is from
May to December in Timor Lester which reflects that only 14 months’ time is present for
successful set up of the solar panels. In order to manage the time of the project properly, it is
found that a Gantt chart is mainly used for managing the project which can be easily helpful in
tracking the progress of the project (Kerzner 2017).Moreover, the scheduling method that is
utilized is helpful in properly predicting the minimum duration of each pf the project task for
executing the project without delays.

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2.4 Cost management plan
According to Robinson, Ryan and Abbasi (2018), the plan that is created for cost
management helps in providing proper guidance about the way that is used for computing the
amount of money that is required for finishing the project work. As per the WBS, one can be
able to properly calculate the various work packages with the help of bottom up estimation
method. In addition to this, it is quite necessary to examine several factors including working
hours of the staffs as well as hourly rate of the stakeholders (Todorovic et al. 2015). Moreover, it
is necessary to set proper control threshold that is considered to be very much effective in
properly preventing in spending more amount of money on the project. In order to properly
estimate the cost of the labour, it is necessary to analyze the commercial information and data
that are present in the database of Timor Lester.
2.5 Quality management plan
The project quality evaluation generally needs proper extraction of the information from
the schedule as well as cost baseline of the project. In order to effectively plan, the project
quality, a number of tools. It is found that in order to manage the quality of the project that is
undertaken, it is found that flowchart method is mainly utilized. Both the ATA volunteers and
the local partner will work for establishing proper benchmark for the project in order to
successfully compare with the finished projects that are generally carried by the local partner in
Timon Lester. In addition to this, proper meeting should be arranged in order to undertake
quality assurance with the help of network diagram-based tool (Papke-Shields and Boyer-Wright
2017). This tool is mainly used as it helps in providing constant improvement so that it can be
integrated with proper review technique.

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2.6 Stakeholder management plan
The stakeholder management plan that is provided below helps in determining all the
stakeholders and generally reflects the responsibilities that they have in the project for finishing
the project work on time.
Stakeholder Responsibility
Project manager The project manager takes all the
responsibilities of the project that are helpful
in accomplishing project success.
Supplier They ensure that all the equipment and
materials that are supplied are of proper
quality.
ATA They help in providing human resources as
other project related expertise.
Project sponsor
The money that is needed for the entire
project is mainly sponsored by the project
sponsor.
Government of Timor They help in offering different types of legal
assistance and generally helps in facilitating
the project work.
Village committee The village committee takes the entire
responsibility of successfully managing the
project delivery after the successful project
completion.

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3. Risk Management Planning
The significance of risk management has been highlighted for many a time most
prominently the international agreements. To perform effectively in dealing with the unexpected
threats is very necessary hence, there should be proper countermeasures for the relevant risks
that could arise. With the risk countermeasures, the Project manager can have the knowledge
regarding the predictable risks (Paquin, Gauthier and Morin 2016). Therefore, in order to prevent
the unpredictable threats that could create obstacles in building the project successfully,
existence of risk countermeasures would serve efficiency.
3.1 Identification of Risks
The projects that are insecure i.e. the projects which are comprised of threats can be
sometime predictable and some projects also exist which faces issues only at the beginning of the
implementation. Hence, it can be observed that there are two types of risk factors for falls: one
that are predictable and known and the other one is unknown, which can arise any time. The
table that is designed below will help to analyze the probable risks that can arise during the
implementation of the project.
Risk No. Explanation
1 There could be corruption such as fraudulent dealings
2
The local people that are present in the area that has been chosen for
implementation of the project can create obstacles
3
Weather can change anytime regardless of the expectation, which
can hamper the management

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4 Problems can arise between the stakeholders
5 Problems can arise on the basis of safety and health
6 The change in currency can bring risk in exchange rate
7 There can be delay in getting the material supply
8 Degraded quality of material and equipment
9 Change in Market price in rapid rate
10 Misconception regarding the contract terms
11 Process of getting legal permission can get slow down
12 Level of satisfaction of Google
13 Regional, cultural and language can be the obstacles
14 Conflict between the Stakeholders can have bad impact
15 Wrong dealing of contracts with the local community
The complex scenarios can be handled with the application of PESTEL tool in order to
deal with all the predictable risks.
3.2 Performance of Qualitative Risk Analysis
Identifying the risks of high priority need to be handled properly in order to avoid the
poor management. Hence, the process of evaluation should be efficient therefore, after
identifying the risks, there should be proper assessment of the probable impact. This can pbe
explained by designing the table.
Explanation of risk Occurrence
probability
Impact
(Seriousness)
Score

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Fluctuation of
currency
3 1 7
Procurement delay in
material supply
3 5 9
Wrong or Inactive
engagement of native
community
2 3 7
Culture and language
barrier
3 2 10
Does not meet the
Google satisfaction
2 4 6
Conflict among the
stakeholders
3 4 7
Health and safety
problems
2 4 10
Cost volatility 2 2 3
Sudden weather
pattern
1 2 2
The opposition of
native citizen
3 3 5
Administrative
formality delay
3 3 7
Corruption 3 3 10

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Low quality of
equipment or material
3 3 7
Misunderstanding of
the terms of contract
3 5 8
Miscommunication
among the
stakeholders
2 3 6
Therefore, it can be analyzed that are few relevant risks most eminently there are three,
which required to be focused. The first one is fraudulent dealings which leads to corruption and
this one can have some complicated consequences. Moreover, there could be corruption at any
level in the organization for which the project handler needs to have consultation with the local
partner with the association of authorized organization such as government. This can help to
prevent the hurdles that could arise in terms of legal actions. The safety and the health conditions
of the workers should also be focused as they are main elements for implementing the project
hence, gloves, helmets, safety jackets should be provided. The local language can create obstacle
which can avoided by having a good deal with the local partners.
3.2 Performance of Quantitative Risk Analysis
Moving to the Quantitative Risks Analysis performance, the project team of ATA is able
to apply for the Quantitative Risks Analysis and modeling of the tools and techniques. The ATA
local partners and the technical volunteers will work with the project managers for building the
model that has the ability for changing the some of the uncertainties in a form of accretive cost
affecting on the project (Kaiser, El Arbi and Ahlemann 2015). The calculation methods require
to be conducted various times that relays on the data gathers from the coast baseline and the

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scheduling of the current project. The risks of the project are not marked for the analysis. It
recognizes the actions for the combined affects that occur and leave effect on the objectives of
the project.
3.3 Responses of Plan Risks
The responses of the plan risks are classified into five key approaches for responding the
risks such as absorption, transfer, avoidance, transfer, pooling and mitigation.
Description of Risks Strategy types Solution
Miscommunication among
the stakeholders
Avoidance Signing and confirming the
minutes in each meeting
Sudden weather pattern Acceptance Adjusting the time and ensure
major incidents are not
impacting the project
Corruption Mitigation Communication is transparent
Procurement delay in material
supply
Avoidance Penalty charges in the
contract
Wrong or inactive
engagement of native
community
Mitigation Arranging dense conversation
for identifying the reason
then then responsive solution
Health and safety problems Transfer Persuading native
government and committee
for taking the responsibility
Culture and language barrier Pooling Taking benefits of the
communication channel of

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the native community and
partner facilitator
Cost volatility Mitigation Fluctuation level will be
suggested in the contract
procurement
Misunderstanding of the
project contract terms
Avoidance Signing and discussing the
memorandum
The opposition of the native
citizen
Avoidance Capitalizing the previous
experience of native partners
Low quality of equipment or
material
Avoidance Taking advance guarantee
from the material supplier in
the signed contract
Fluctuation of Currency Mitigation Preparing the unpredicted
budget
Conflict among the
stakeholders
Avoidance Project manager oversee and
control the conflict of the
stakeholders regularly
Does not meet the Google
satisfaction
Avoidance Recognizing the acceptance
criteria of the Google from
initial stage
Administrative formality
delay
Avoidance Signing agreement with the
native government

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3.4 Monitor and Manage the Risks
The manager of the current project has the prime responsibility for monitoring the risks
regularly, and controls the risks. In case of risks occurring, the manager needs to inform all the
stakeholders timely. This method should be compatible with the changed control action.
Conclusion
When Kate planned to anticipate the timing and spend time on the project planning, the
reason for the taken decision can be understood. It is very important to implement a project
properly in the foreign countries by some of the given attributes by many aspects. Therefore, this
study represents the application process, which proposed the project manager to execute the
planning methods before starting the implementation of the project. However, this can modify or
adjust the execution. This study is used as the reference of the fundamental framework through
the life cycle of the overall project.

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