Management and Administration of Projects: Detailed Report

This report delves into the management and administration of projects, using a charity event organized by the National Health Service (NHS) of the UK as a practical example. It begins by outlining the Project Initiation Document (PID), emphasizing its crucial role in defining project objectives, scope, ju...Read More

MANAGEMENT &
ADMINISTRATION OF
PROJECTS

Table of Contents
INTRODUCTION...........................................................................................................................1
ASSIGNMENT................................................................................................................................1
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................6

INTRODUCTION
Management and administration of project means to create an existence of the specific
project. Various things are required for organizing a project. This essay report is presenting the
details of the project which has planned(Rondinelli, 2013). The charity event is going to
organise by National Health Services (NHS) of UK. Different activities have planned by the
appointed project manager's team for the accomplishment of task(Sarantis, Charalabidis and
Askounis, 2011). The report covers evidences that are required by NHS for the project initiation
document, individual learnings from the project planning, the demonstration of project closure
process and the quality of report presentation.
ASSIGNMENT
The first and foremost phase in the project life cycle is Project Initiation phase. Because
it allows to start a new project. For the initiation of new project i.e. charity event by NHS then
they start with explaining their objectives, scope, purpose and deliverables to be produced.
In this the first requirement is Project Initiation Documentation (PID). This is one of the
most important attribute for the project management which gives the foundation to the
project(Kelly, Male and Graham, 2014). The company has to hire its project team and setting-up
the project office for them.
The Project Initiation Document includes the following:
Description of project – NHS is organizing a blood donation camp which is a charity event at
London. So that needy people could take advantage of this camp and secure their lives.
Objectives and scope of project – The objectives specify the aim of NHS that what is the exact
motive behind this event(Kinnison and Siddiqui , 2012). The scope clarifies the limitations of
project.
Justification of project – The viability of the project is shown in the justification report. This
includes point to point explanation, so that anybody can understand easily.
Funding for the project – The estimated budget is prepared and handover to the project manager.
He has to manage all the activities of project within the specified amount of fund.
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Roles and responsibilities of team members – The roles and responsibilities of each team
member are clearly assigned by the project manager(Edelenbos, van Buuren and van Schie,
2011). Therefore, they can do their work in more effective manner.
Provide effective information to the people – It is require to provide information to the people
for making aware them with the benefits from the event.
The other documents are deliverables, dependencies, assumptions, key stakeholders,
assessment of risk and criteria of success. Among these organizer prepares PID as per the
requirement of the company. the With the creation of Project Initiation Document, company can
generate answers to the questions such as what, why, who, how and when. These documents can
be used for the future references(Project Initiation Document. 2017). The whole project or event
is based on the PID. This can be called as the project layout or project framework. The project
activities are to be split into 4 D's of project management, which are: Define, Design, Develop
and Deploy. The allocation of resources can be made as per the desired numbers by the event
organizer. For the success of the project, PID is to be prepared. These are reviewed by the
customers at the time of deliverables and assess the criteria.
There are various purposes for the Project Initiation Document. It defines the overall
project and formulates the basis for its management and administration for making the project
successful(Bryson, Crosby and Bloomberg, 2014). The primary purposes of PID are: before
making any commitment to the project, it must be ensure that the project has the sound base. To
check out the progress and viability of the project and change management issues. PID is the
project brief which gives the direction in the accomplishment of project successfully(Neuss and
et.al., 2013).
Being a part of group presentation for the planning of a project by NHS, I am sharing
my learnings. Working in a team was a great experience for me. I have learnt from this group
activity that, what actually the project is? What preparations are needed to do for accomplishing
the project objectives? We were in a group of 6 people. Everyone has assigned his/her role.
Different roles had assigned to us that two of the persons will prepare power point presentation
for the project planning, and then number of slides will be divided among the rest of the team
members. And our responsibilities had told by the tutor.
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All had performed as per the assigned role. There are various benefits when we work in a
group. I have learnt that there must be mutual understanding among all the members of a group.
I have reduced my stage fear due to the presentation. I have enhanced my explaining power. The
efficiency power has increased when we perform in a group. We can overcome from our
weaknesses. The communication skill has also improved. I have learnt how to manage time for
the presentation. Initially we all had collected the required information for the project planning.
We had gathered information regarding Project Initiation Document, what would be the project
objectives, list of activities, deliverables of project, organisational structure of work and work
break down structure. We had also done the network analysis, risk and quality management,
stakeholder analysis and communication analysis.
I have learnt the project management techniques. I have come to know my other
weakness that my body language during presentation was not proper. I need to improve it.
Within in a group I have learnt that how the knowledge sharing can be useful by all. Group
builds relationship more strong. I have learnt that in a group we are accountable for our weak
areas. When we are in a group there must be a common goal for all and everyone put efforts for
achieving the same. And I have learnt that any conflict arise in a group then it must be
immediately resolved. Because if we do not solve the problem at the same time then there can be
chances of breaking down of group. I have learnt that we should listen to others also, if we want
that other listen to us. There must be clear communication among the group members.
The project that we had presented was a charity event of blood donation camp. This is
organising by National Health Service at London. The blood camp is organising for developing
the awareness among the people and make them understand its importance. So that maximum
number of people donate blood and this can be helped by other needy people. Due to gathering
so many information I have learnt that management and administration of any project is not
possible, if there in no project planning has done before. Because various activities take place
during the execution of project, so it is require to prepare a layout of the project. The
arrangement of funds is the main thing that must be appropriately allocated to each of the
activities. And sponsorship is also required for the event. The project manager has to ensures
that the work should be done according to the project planning.
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I have learnt several aspects from team work such as co-ordination and management etc.
While working in a team, I have assessed that better co-ordination is highly required in the
activities. Moreover, in the absence of effective co-ordination there is high level of possibility in
relation to the duplication of work. Thus, by ensuring high level of co-ordination in the activities
tasks can be accomplished within the suitable time frame. Besides this, delegation of roles and
responsibilities are highly required for the attainment of goals and objectives. Hence, by
empowering each team member work can be accomplished within the suitable time frame. in
such team activity presentation work related to charity has been delegated among the team
members. Further, I have learnt time management skills from such activity. Besides this,
technical and project management skills of mine also developed to the significant level.
Moreover, in this, time is allotted to each activity with the motive to accomplish the task at
suitable time. In this way, such charity program has developed several skills of mine which in
turn helps me in attaining success in the near future.
In the conclusion of this reflection I must say that group presentation has helped me a lot.
And I have learnt so many things from this experience. My group members were very helping
nature and friendly. We had work in a coordinated way. We had used strengths of each other and
try to overcome from weaknesses. With this exposure I can work upon my weak part and I will
try that my next presentation will be more better.
When the planned project has implemented and successfully completed, then project
closure process takes place. Many of the people think that project closing step is not essential
one, but this is not the actual fact(Willcocks, 2013). The process of project closure is also very
important. Until and unless the project has been closed with the proper process, it holds no value
and null and void. The project manager might have delivered the deliverables, but this does not
show that the project has completed. Project closure process is as essential as the Project
initiation phase. The following steps are to be involved in the closing of project:
Formal sign-off from the customer – Mere delivered the deliverables is not to be assumed as the
project has over now. The project manager need to get sign-off from the customer in a formal
way on the deliverables(Wang, Lin and Huang, 2010). If it is signed by the customers with
positive note then the project is to be considered as completed.
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Final analysis of the project scope – At the end the manager should analyse the scope of the
project which has planned earlier and verify that whether it is up to the mark or not(Aucoin,
2012). The project is to considered as completed when the scope meet at 100%.
Release the resources – The resources must be hand over to the respective department, after the
delivering of deliverables and receiving of formal sign-off from the customers. In this ways the
remaining resources can be used in the another projects.
Indexing of the project files – After all the requirements have done such as deliverables has been
handed over and sign-off by the customers, then the project is over now. The indexing of all the
documented files are compiled by the project manager(Kuhlmann, 2010). And this can be float
to the entire key stakeholders. The compiled project file can be used in the future.
Lessons learned documentation – After all the above mentioned steps, now the time of
documentation. The lessons which has learned from the project are need to be documented so
that the mistakes could not be occurred in the future projects(Jonny Klakegg and Haavaldsen,
2011). This is to be served as an important document at the time of closure of project.
The drawbacks which has occurred in the current project, try to overcome from it in the
next project. Every new project gives some learnings to the project manager and the entire team
member.
CONCLUSION
It can be concluded from the above assignment that the effective and efficient
management and assessment of the project is very important for the successful implementation.
The evidences of Project Initiation Document are very much essential for the execution of it. As
these are the base for each activity in the project. The success or failure all depends on how
effective the project initiation phase of the project. The project manager must ensure the proper
utilization of all the assigned resources. The reflection part explains the experience and learnings
from the group work. The importance of working in a group has discussed above. The last phase
of project management is the project disclosure process. There are various steps are involved in
this process. It similarly important as the project initiation phase. The project manager should
cover this phase for making the project at complete stage with the accomplishment of the project
objectives.
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REFERENCES
Books and Journals
Aucoin, P., 2012. New political governance in Westminster systems: Impartial public
administration and management performance at risk. Governance. 25(2). pp.177-199.
Bryson, J. M., Crosby, B. C. and Bloomberg, L., 2014. Public value governance: Moving beyond
traditional public administration and the new public management. Public Administration
Review. 74(4). pp.445-456.
Edelenbos, J., van Buuren, A. and van Schie, N., 2011. Co-producing knowledge: joint knowledge
production between experts, bureaucrats and stakeholders in Dutch water management
projects. Environmental Science & Policy. 14(6). pp.675-684.
Jonny Klakegg, O. and Haavaldsen, T., 2011. Governance of major public investment projects: in
pursuit of relevance and sustainability. International Journal of Managing Projects in
Business. 4(1). pp.157-167.
Kelly, J., Male, S. and Graham, D., 2014. Value management of construction projects. John Wiley
& Sons.
Kinnison, H. A. and Siddiqui, T., 2012. Aviation maintenance management.
Kuhlmann, S., 2010. New Public Management for the ‘classical continental European
administration’: Modernization at the local level in Germany, France and Italy. Public
Administration. 88(4). pp.1116-1130.
Neuss, M. N., and et.al., 2013. 2013 updated American Society of Clinical Oncology/Oncology
Nursing Society chemotherapy administration safety standards including standards for the safe
administration and management of oral chemotherapy. Journal of Oncology Practice. 9(2S).
pp.5s-13s.
Rondinelli, D. A., 2013. Development projects as policy experiments: An adaptive approach to
development administration. Routledge.
Sarantis, D., Charalabidis, Y. and Askounis, D., 2011. A goal-driven management framework for
electronic government transformation projects implementation. Government Information
Quarterly. 28(1). pp.117-128.
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Wang, J., Lin, W. and Huang, Y. H., 2010. A performance-oriented risk management framework
for innovative R&D projects. Technovation. 30(11). pp.601-611.
Willcocks, L., 2013. Information management: the evaluation of information systems investments.
Springer.
Online
Project Initiation Document. 2017. [Online]. Available
through:<http://www.qihub.scot.nhs.uk/knowledge-centre/quality-improvement-tools/project-
initiation-document.aspx>. [Accessed on 28th March 2017].
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