MGB237 Project Report: Managing Virtual Delivery at Tudor Hall School

This report details the project management plan for implementing a virtual delivery system at Tudor Hall School, London. The project aims to provide online educational resources to students, addressing the impact of COVID-19 and offering convenient study options. The report outlines the project's scope, including the project purpose, business case, assumptions, and constraints. It further describes deliverables, milestones, success criteria, roles and responsibilities, and a detailed budget. The report also presents a risk management plan, communication strategies, and procurement plans, concluding with project termination considerations, sustainable practices, and a project schedule. The project’s success hinges on effective communication, management, and the use of project management software to achieve the defined objectives within the stipulated timeline and budget.

MGB237 Managing Projects for
Performance

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Introduction of project.................................................................................................................3
Project purpose (scope statement)...............................................................................................3
Project Business Case..................................................................................................................4
Assumptions and constraints........................................................................................................4
Deliverables and Milestones........................................................................................................5
Project success criteria.................................................................................................................6
Roles and responsibilities............................................................................................................6
Project budget..............................................................................................................................8
Risk Management Plan................................................................................................................8
Project Communication Plan.....................................................................................................10
Project Procurement Plan...........................................................................................................11
Project Termination...................................................................................................................12
Project sustainable practice........................................................................................................12
Project schedule.........................................................................................................................12
CONCLUSION..............................................................................................................................16
REFERENCES................................................................................................................................1
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INTRODUCTION
Project management (PM) is mainly involves the planning and provide company's
resources that helps to complete the entire task. The main purposes of project management are
related to the plan and managing a project that is successfully completes its listed goals and
deliverables. It is involving managing risk, smart budgeting, careful resource management, clear
communication etc. (San Cristóbal, Fraguela and Iglesias, 2018) Present report is based on
managing the project of Tudor Hall School London which offer virtual delivery system for
students in which it provides online material to student who are at home. Also, report will
highlight the project scope, budget, timeline, deliverable and milestones, project success criteria
etc. in order to complete the project effectively.
MAIN BODY
Introduction of project
The current study is based upon delivery virtual delivery for education within Tudor Hall
London. Also, management of school are decided to provide face 2 face class by digital
technology to student who are at home. Due to covid-19 the impact of virtual delivery is
increasing in order to provide online education to student. There will be effect project
management team will be hired in order to manage all the things of virtual delivery. In order to
complete the task project will cover all the element that is including time, budget, quality, human
resource managements etc. The aim of project is to provide convenient study to student apart
from boarding school (Ika, Munro and Landoni, 2020). There are different types of critical
factor which are accomplished according project management team that are agreed on project
goals in order to defined roles and responsibilities. Also, for this project it is necessary to follow
the effective communication strategies.
Project purpose (scope statement)
Project scope are related to set of boundaries which can be achieved the goals and
deadline of projects effectively with ensure about to complete the project on time. In this project
the main purpose is to provide high quality of educations to student in order to focus on modern
technology which help to enhance the ability of student for the progress of learning. The quality
of project management is referring to managing effectively with defined roles and
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responsibilities. Also, in this project it is necessary to focus on incurring cost in order to required
arrangement which carry out project and complete specific time.
Project Business Case
The business case of project is related to all the improvement or news provided by
organization is implemented according to safer and inclusive environment to study. Also, it can
be positive impact on health of student in order to manage it effectively by digital technologies.
Then it is also providing volunteering opportunities for teachers who can participate effectively
in order to more focus on many aspects carried out (Hair and Sarstedt, 2021). This is expected
that operational and opened to school student who are looking for opportunity of getting distance
learning by end of November 2022.
Assumptions and constraints
Assumption- In order to carry out the project, project manager will consider the assumption of
project in order to focus on completing all the steps of project management effectively. Based on
all the assumptions it is to be expected by project team to providing visibility to all the
stakeholder so that it helps to create stability for focusing on goals (Tereso, Loureiro and
Ferreira, 2019). For the project assumption is related to time, budget, cost and technology that is
necessary for the project. In order to manage the assumption project manager will more focus on
budget and cost so that its help to complete the project effectively.
Constraints-
Time- This is one of the most stakeholder consideration in order to focus on project time
to make it successful. The sense of using project data is necessary for blend of research and
experience by appropriate scheduling of all the activity in order to complete project on time
(Müller, Drouin and Sankaran, 2019). The document and schedules takes more time in order to
get permission from higher authority of school. Both research and past performance are impacted
by all the ranges such as potential delays, risks, change request, uncertainties etc.
Cost- It is related to stakeholder to allocate the budget to each individual. By
considering , budget estimates that needs to be present a range. Then estimated cost on the basis
of market rates as per the need. Estimates price with bid and ranges regarding digital technology.
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Estimation of budget by considering all cost, material, technology, equipment, software,
administrative, contractors.
Resources- This is considered as the constraints in order to focus on high cost of
technology and software which are need to manage. Then resource allocation is necessary to
consider by using technology and software for conducting online class. Also, Human resource
are need for training in order to adopt new technology because teacher also wants to get training
regarding installation of new software which are need to maintain (Wu and Wang, 2021).
Budget- For project it is necessary to manage the budget of project in orders to consider
the estimation of budget for all the product and services used in the budget. Then it is also impact
on estimation of budget by considering all cost, material, technology, equipment, software,
administrative, contractors.
Deliverables and Milestones
Project life cycle-
 Project initiation- This is the first stage of project life cycle which is clarified according
to the summary of task on with all the scheme that are needed to achieve in demand
consequence. This is including, business vision and mission, project goal and benefits,
project deliverables, risk etc.
 Project planning- Specific planning related take place during this phase in order to define
objectives that develop according to the time. This is also necessary to follow time frame
in the implementation phase and closing phase. This is necessary for managing the cost,
quality, risk, changes etc (Chen, Xu and Liu, 2019).
 Project execution- In this process all the task is assigned to the team which help task
managers or team leaders accomplishing the same on the basis of resources allocation.
Therefore, it can be stated that the success of the project is mainly rely upon the
execution phase
 Project monitoring and control- After completing all the tasks it is necessary to focus on
monitor all the activities and control accordingly by tracking progress. This can be
implemented during the execution phase.
 Project closure- This is also known as the follows up phase by following all the activities
in order to deliver product or services accordingly. This is also related to complete the
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project on time and deliver it to client by highlighting strength and weakness of the
project.
Project success criteria
Effective Communication- For any project it is necessary to use effective
communications in order to reduce the chances of conflicts so that entire team members can be
easily meet the defined aim and create a better outcome. This is also helped for building the team
trust so that everyone works better in a team to meet the defined aim (Addyman, Pryke and
Davies, 2020).
Management- Management is effective factors which help to identify the loophole in the
project also this is helpful for managing all the task effectively. This is also included process,
skills, knowledge and experience that help to achieve the specific objective on the basis of
project acceptance criteria within agreed parameters.
Project management software- By using effective project management software the
project schedule can be determine and this in turn causes positive impact. This is also considered
under success criteria and by engaging entire stakeholders within a workplace, project manager
can meet the defined aim
Project goals- When the project goal completed on time it is defines the success factor
which help to provide the confirmation of project completed on time or not.
Client satisfaction- After completion of project it is necessary to serve the good quality
of project so that client can get best work (Hetemi, Gemünden and Meré, 2020 ).
Quality- To provide high quality of work help to identify the success factor how project
will complete according to given criteria.
Milestone- To completed project on time such as end of November 2022.
Roles and responsibilities- All the role and responsibilities are performed according to
the distribute by project team which help to provide each and every member of project team.
Roles and responsibilities
HR plan
Name of
stakeholder
Role Type of
stakeholder
Role in project Expectation
Human resource Executive Internal To complete the To obey the rules
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defined aim as
per the allocated
roles and
responsibilities
made by the
project
management
Supervisor Internal Each activity
supervise by the
supervisor
Ensure about all
the task are
accomplished by
the team by
considering the
set tenure
(Battista, 2018)
Project manager External All the activities
are handled by
him.
To meet the
defined aim by
considering the
deadline
Principle
consultant
external Suggestions for
project.
Review the entire
project
Accountant Internal Budget will
passed by them
There should be
no assumption on
the budget
Quality assurance
manager
External Project quality
will be checked
or maintained
Ensure that all the
deliverable will
be met
IT manager Internal Proper software
need to
implemented
Ensure that all the
internet service
need to be
consider
Project team
leaders
External Ensure that all the
team will be
Make sure that
the action will be
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performed better implemented
Project budget
Cost item Budget
Virtual delivery advisor
- 140 hours @ $90/hr
- 280 hours @ $110/hr $43400
Project team
- 140 hours @ $90/hr
- 280 hours @ $110/hr $43400
Project officer
- 140 hours @ $90/hr
- 280 hours @ $110/hr $43400
Contractors
- Software development 40 hours @
$60/hr
- Renovators 90 hours @ $70/hr
$8700
Volunteers
- Community volunteer’s skills
- Free No Cost
Furniture / Fixtures / Equipment $60000
Fees and Other Costs $10000
Project Contingency (Uncertainty) $199 900 (10%)
TOTAL: $218,790
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Risk Management Plan
Descrip
tion of
Risk
Likel
ihood
Impac
t of
the
risk
occur
Severi
ty
owner Mitigation action Approach Contingent
action
Project
purpose
not well
define
Medi
um
High High Project
sponsor
To review the
business case so that
effective action can
be taken previosuly
(Berry, 2019)
accept To gather
stakeholder to
determine
their review
No
control
over
staff
Medi
um
mediu
m
mediu
m
Project
manager
By improving the
communications that
helps to reduce the
conflicts and manage
the work and
implement
communication plan
transfer To ensure that
communicatio
n plan is
signed.
Scheduli
ng errors
Medi
um
High High Project
manager
Cost estimation
technique can be
used to track the cost
used for the project
mitigate Consult with
the financial
manager to
ensure that
the project is
on track
Commu
nication
Medi Mediu Mediu Project Communication error
occurred and for that
mitigate Implement
effective
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error um m m manager effective ways of
communication need
to be used.
communicatio
n plan
Intellect
ual
property
and
equipme
nt
Low High High Project
manager
It is necessary to not
disclose the
information’s
regarding security
and consult with
expertise to
determine the
accurate information
transfer Ensure that
all the
property
should be
used by the
project and
conduct prior
investigation
related to it.
Act of
God
Low High High Project
manager
Ensure that risk
management plan is
implemented
effectively that helps
to create a better
outcome
Accept -
Delay in
action of
Stakeho
lder
Low High High Project
manager
Draft the stakeholder
management plan
that determine the
roles and
responsibilities of
each stakeholder to
make effective action
mitigate Ensure that
the internal
procedures
should be
implemented.
Project Communication Plan
Purpose Audience Frequency Medium
Kick-off meeting Introduce project,
confirm objective,
Project team,
sponsor, general
Beginning of Conference link
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goals and
deliverables
managers, senior
engineer,
software
developer,
additional
stakeholder
project to remote team
Project team
meeting
Review the status
of project
The project team,
Software
developer,
teachers(Sintema,
2020)
Weakened In person meeting
Check-
ins(meeting
recap)
Updating
interesting parties
on the project
status
Project sponsor,
stakeholder
Once a week Email
Project status
meeting
Update leadership
on project status
and give
opportunity to ask
question.
Project manager
project sponsor,
stakeholder
Monthly Video conference
Project Procurement Plan
Procurement process For the present project it is necessary to contact with digital
marketing supplier in order to focus more their services so that
they project manager opt their service for project.
Identifying roles and
responsibilities
 Project manager is responsible for managing all the process
related to scheduling, budget and project risk.
 Technical managers are responsible for creating statement
of work and project management tools.
 Then, contractor manger is responsible for managing all
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the task that is necessary for documentation and advice and
other project requirement.
 The C level executives are responsible for contractual
advice and also able to make decision regarding
contractors. Then also reviewing and approving final
contract agreement.
 Lawyers are responsible for taking permission regarding
legal requirement (Seufert, Lugrin and Latoschik, 2022).
Identifying
procurement need and
requirement
All the explanations of services provided by company in virtual
delivery system which is offer by Tudor Hall London. Also,
management of school are decided to provide face 2 face class by
digital technology to student who are at home. Due to covid-19 the
impact of virtual delivery is increasing in order to provide online
education to student.
Define project timeline By end of November 2022 project timeline will be completed
Vendor management
technique
 Cost and risk analysis
 project time line and compliance which showed in Gantt
chart.
 KPI
 Regular project meeting
Project Termination
This is the last stage of the project management define project is successfully completed
and all task are effectively done by team. This is the responsibility of termination manager which
defined project is completed and time by effectively. This is also including over running of
expenses without meeting target, completion of doing work, project goes out of control, failure
upon repeated testing.
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