Project Management: Documentation, Contingency and Reporting

This report analyzes the contribution to a project, focusing on project documentation, contingency measures, and project execution. The report begins with an introduction outlining the key areas covered, including the creation of project documentation, designing contingency measures, and the process of running the project. Task 1 delves into creating project control documentation, considering stakeholders, purpose, scope, timetable, aims, objectives, resources, and budget. It also explores designing contingency measures, outlining steps for implementation and addressing potential challenges. Task 2 focuses on carrying out the project, emphasizing stakeholder communication and updating project control documentation. It also covers reporting on unexpected events and taking corrective actions, including identifying system requirements, planning the process, and developing documentation. The report uses the Marks and Spencer food project as a case study, highlighting practical applications of project management principles.

Contribute to run a project

Table of content
Intorduction 3
Task 1 3
Task 2 5
Task 3 8
Conclusion 11
References 12

Introduction
Contributing to a project describes the resources possessed by the sponsor which it had
contributed in order to smooth running of a project plan. In this report it has been discussed
about the creation of project documentation, designing of tendency measures as well as running
the project. In this report its has been discussed about what could be the corrective action which
could be taken in order to overcome the unexpected events and lastly this report gives the
evidence of steps which could be taken in order to enhance the performance of the project.
Task 1
a) Creating a project control documentation
Stakeholders
The stakeholders are the one on which, results of the end project as well as that of the project
affects. Marks And Spencer is working on the new project of launching the food Program and
providing high quality food by targeting families and the children. Main targeted sector of
consumers are family and children. Buying and commitment are the difficult aspects of the
project management, so initially it is required to explaining of the process plan as well as the
project plan to every stakeholder of the business. Various stakeholders included in this are
consumers, employees, investors, suppliers.
Purpose
The purpose of any project plan describes the reason of execution of the plan. The main purpose
of the project is to enter the food market and increase consumer liking for their food product.
Therefore, the purpose outlines the features, deliverables as well as goals of the project, which
has been expected to be delivered by the project under the pressures of costs, deadlines and tasks
in order to reach there. The purpose could not be the criteria of success of the project until and
unless if it has not been fully defined earlier (Kay and et.al, 2015).
Scope
The foundation of a project plan is its scope statement, which is one of the most important
documents. The scope of the new project is that Marks and Spencer wanted to provide the

healthy food products to the consumers in order to increase the liking of their product and
services. Based on the scope, demonstration of a project is generated by getting common
agreements from all the stakeholders. Generally, the statement of scope includes components of
the project, various required approaches, key milestones, scope of project, project completion
benefits, and objective of the project as well as need of the business.
Time table
In order to bring out their new food program Marks and Spnecer will require a time of atleast six
months. Development of schedule for the completion of task includes scheduling of tasks,
estimating and calendarization of the task by choosing period of time i.e. year, quarter, month or
week, developing critical paths which describes which task is needed to be executed first,
considering constraints of the resources as well as estimating time of completion of each task.
Aims and objectives
The aim of the new project of Marks and Spencer is to increase consumer satisfaction by
providing high quality of food. They also have the objective to increase the profit and revenue
earned by them. The aims and objective of any project includes involving of several steps such
as breaking down of main task into some small isolated tasks, writing of the main task so as to
achieve the purpose as well as overall intent, stating the project reason by emphasizing on what
is needed to achieve as well as stating the overall purpose.
Resources
Marks and Spencer will require adequate human resource. They will make sure that staff with
better skills and abilities are been recruited by them so that liking of product increases.
Resources are one of the crucial components of the for the success of a project. The human
resources tend to consume time of the manager of the project in several aspects such as hiring,
organizing, training as well as managing actively. Thus, in regards to the human resource, the
management of the project team requires the following items to be considered i.e. resource
requirements, acquisition to project team, their training and developing as well as their
management (Kay and et.al, 2015).
Budget

Expenses Amount
Rent 35 pound
Salary 35 pound
Total 70 pound
A well defined budget is required for the temporary nature of the project. Budget of a project can
be defined by the cost required initially and during the execution of the project. The budget
describes the flow of the cash in and out of the project. But it is strictly recommended that poor
planning of budget will results in failure of the project plan.
Additional documentation
Additional documents in the project plan are the essential documentations which are required for
the smooth running and execution of the overall plan. Additional documentation may include
reports on risks and quality of the plan.
b) Designing of a contingency measures for the project
During the execution of the plan, when the things goes differently rather than what is expected
than there is a backup plan i.e. plan B or a contingency plan. When it is seem like the risk is
becoming reality, then the management of the project is ready with an actionable plan called
contingency plan. Therefore, one of the component of risk management is the project
management’s contingency plan (Buttice, Colombo and Wright, 2017).
Designing a contingency plan for the project includes following steps to be carried out.
Triggering the implementation of plan by identifying the specifical needs of the events as well as
which events needed to be occurred.
Working on the 5 base in every stage of the plan i.e. analyzing required time for execution, place
of execution, time of execution, requirements for the execution as well as who all are involved in
the project. If the project falls down their will be a plan B that can be implementeted by Marks
and Spencer like they will be engaged in arranging the food campaign with the help of digital
marketing techniques. In this they will try to create consumer base with the help of making use

of online channels. This will support them in attracting more consumers. It will also help them in
making plan more successful. During the execution of the plan, in the contingency plan it is
required to have guidelines for effective reporting and communications. Additionally, regularly
monitoring the plan for ensuring that the plan is up to date.
Being aware of 4 challenge which could be faced by the project managers are viewing plan of
contingency as of lower priority. Although, the plan is never expected to be needed but it must
be created in order to have alternative option during the failure of project.
The member of the team must not be overconfident as they must be prepared with the plan B,
and use it when and where is needed. Moreover, lacking of awareness towards enterprise wide
plan as well as not spending appropriate or necessary time in identifications of all the risks
associated with the plan.
Task 2
a) Carrying out the project, keeping stakeholders up to date throughout
In order to minimize the risk it is advisable to the managers of the project to carry out four steps
Identifying key stakeholders. Obviously the end user as well as the one who sponsor is the key
stakeholders. Moreover, the stakeholders may be the ones who tend to take advantage of benefits
of the project as well as may bear the losses. However, decision makers in the project plan could
be considered as the key persons of the project. Various modes of communication that can be
used by Marks and Spencer are social media platform such as Facebook. They can also interact
with stakeholders by using Skype. This will enable them to do video calling. It will support
Marks and Spencer in making business transaction better. (Stephenson and Shabman, 2019).
Moreover, assessing the interest, influence and power of every stakeholder. However, it is
observed that the position in the company describes the power of the individual. Additionally,
nature of interest determines the interest and influence of the stakeholder.
Having enough knowledge regarding where each stakeholder stands is an important concern to
be considered. Furthermore, in order to inform every stakeholder there must be a developed
communication plan. This can be done by analyzing who all are the one who needs information,

regarding when as well as in which form. If it is possible, try to meet every stakeholder
informally. Thus, finding ways in order to get track of where to stand as well as how to
communicate for the project plan.
In this way, stakeholders of any project can be kept up to date.
b) Keeping project control documentation up to date
The project control documentation are the several documents which describes the various
attributes of the project in their specific way such as variable iceberg, scope of the project, life
cycle of the projects, deliverable as well as the size of the project.
It should be contained the information or data in up to date manner by implementing the
strategic plan. It must be followed the specific steps:
 Determine responsibilities and what resource will be required
 Identifying essential records to the document and functionality
 Match information with specific schedule record.
It should be keep up to date record in simple manner when document need update on regular
basis. It only focus on the text and also figure out the specific information.
There are 9 essential project documents i.e.
Project business case
Justification of investment in the project is described by this document. This document describes
the outcomes, objectives as well as goals of the project.
Project charter
This document includes project success factors, definition of done, required investments,
timeline, requirements as well as essential work to be completed. Higer level of officials of the
organization gives approval of such documents.
RACI matrix

The chart of the matrix is being responsible for who has to be informed, consulted, accountable
as well as responsible. Thus, by describing these attributes of the project plan helps in enhancing
the efficiency of the plan, distribution of the workload as well as it helps in reduction of
confusion.
Work breakdown structure
This document makes ensure that the scope of the project must not be creeped, additionally, it
takes care of management of resources as well as effective planning of the core of the project
(Muller and Falk, 2018).
Risks and issue log
Effective practicing of this documentation may include accountable person, proposed migrations,
probability, impact, descriptions, name or identity.
Project communication plan
This document in the project plan ensures stakeholders and project team must have effective
communications. Thus, this will eventually helps in making the decision of the project more
effectively and efficiently.
Change request management
This documentation helps in keeping the track of alternate or formal additions for getting agreed
upon delivery from any another project document.
c) Reporting on any unexpected events, taking corrective action where appropriate
The corrective actions of the project plan whenever an unexpected event could occur will be
comprises of several steps.
It can be applied the correct action that always support for enhancing overall project performance
and efficiency.

Identifying the system requirements: The first step in the effectively correction of action plan
focuses on seeking the understanding before performing the actions. It can be made a strategic
plan to implement suitable aim for generating appropriate result or outcome.
Planning the process: Mechanics and framework of corrective action system where decisions
are made with regards to designing of plan as a process. It is initial step for planning the entire
process where executing step by step manner. In order to help in decision making for purpose of
expansion.
Developing and documentation: According to the well developed plan, a cohesive corrective
action system is developed in the development stage. In order to fully develop the program,
formation of teams is done in order to have responsibility and authority (Meredith and et.al,
2017). Furthermore, it is developing the accurate documentation which providing the better
information.
Conducting training: Training involves events of interactive learning which helps in connecting
duties of job directly as well as may includes case studies, learning sessions or hand on practices.
Implementing: The gaps between gaining knowledge and skills as well as with the trainings is
been fulfilled by the implementations, thus, implementations could serve as the corrective
actions systems.
Testing the system: Auditing findings through closure, resolutions and investigations is one of
the form of corrective actions which could be taken as an alternative whenever an unexpected
event is been occurred.
Adjustment and improvement: Adjustments can be done in order to overcome the glitch of
unexpected events. Therefore, this serves as the process of corrective actions.
Task 3
a) Evaluation of the success of a project.
Purpose

The intended result of the assigned task or project is known as its purpose and for achieving such
results work is done. Therefore, the purpose outlines the features, deliverables as well as goals of
the project, which has been expected to be delivered by the project under the pressures of costs,
deadlines and tasks in order to reach there. The purpose could not be the criteria of success of the
project until and unless if it has not been fully defined earlier.
Aim and objective
Achieving of aims and objectives is the primary goal of the business. It is common in very
business that due to changes brought by the digitalization, the problems of the business or the
objectives which are initially incentivized could shift the project overtime or sometimes the
initial goal tends to get disappeared.
Resource
For the success of the project, resources are the very crucial elements which help in execution of
the task as well as completion of project, without effective resources it can’t be expected for any
execution and reaching of desirable objective or goal (Wadsworth, 2016).
Budget
The cost of project is its budget. What could be the estimated expenditure in completion of the
project and funds required for investing is known as budgeting.
If planning of the project is not done properly then it could results in going of things wrong.
Thus, in such conditions the managers needs to understand every possible expenditures on
testing, designing, materials and wages.
Timescale
The planned progress is expected to be matched or could have been beat by the actual progress
of the task. It is expected that every significant stage of the assigned task must have take place at
the specific time or date for resulting in the completions of the task and must not be before the
planned finishing date. The project may not get its actual consumer if the project if it has taken
the time constraint lightly.

b) How project performance could have been improved?
The performance of the project can be improved in three ways i.e. by prioritizing the tasks, by
reviewing the workload and learn to love reporting. By effectively conducting these three steps
could results in improved project performance.
For discussion, it has been evaluating the success of project when it will be maintained
the essential resources that support for completing execution plan. Before starting the project, it
would be require the proper planning of the project which can be done in properly then it could
results in going in right directions.
Prioritize the tasks
The prioritizing of the task could be start by the work which is assigned currently. It is the well
known fact that some tasks are needed to be done first as they served to be more important than
the others therefore it is the job of the leader to let the team know which tasks is required to be
done first and what to be at the next. It is recommended that the individual list of task must be
seen in isolations. Moreover, the role of an individual in the plan must be discussed to it by
sharing Gantt chart. Thus, this Gantt chart describes the individuals’ dependency on the task as
well as the schedule of the task. Therefore, it shows where the members of the team fit in the
task as well as what will be their role in it.
Review the workload
It is not bearable that the members of the team are handling the tasks late. So it is essential to
review the workload. This reviewing could be done by conducting a meeting. It is recommended
to the leader must not conduct the meeting in order to unload its frustration, rather it must listen
to the audience. The leaders are encouraged to listen to their team for the first 30 minutes and try
understanding & concerning to the various road blocks which are occurred in the team. Thus, it
is crucial for enforcing expected workload as well as task deliverability, after listening to the
team. One can use the features of project management software i.e. workload management which
gives the confirmation of the availability of individual in the project. The relief from workload
could be achieved by instantly reallocating the work.
Learn to love reports

The daily briefing of the position of the project, which describes what is its status is could be
done by the status report. In order to check the overall health of the project, by knowing the exact
status of each member of the team, therefore, this could be done by daily monitoring of the
performance through real time dashboards. This could only be possible if the project is online
and is only one click away.
Moreover, generating status report through one click can be done be using reporting tool which
facilitates expense reports, workload, timesheet, tasks as well as project status. In order to get the
needing information instantly, this simple step could be customized.
Reporting also facilitates with the feature of ability to see the actual project progress with what
was planned. Thus, these reports could be shared with the members of the team in any format
either by printing or by exporting as well as sharing online (Unlu and.el.al, 2018).
Conclusion
This report can be concluded as, contributing to a project describes the resources possessed by
the sponsor which it had contributed in order to smooth running of a project plan. In this report it
had been discussed about the creation of project documentation, designing of tendency measures
as well as running the project. In this report its had been discussed about what could be the
corrective action which could be taken in order to overcome the unexpected events and lastly this
report had given the evidence of steps which could be taken in order to enhance the performance
of the project (Greenwood and Wade, 2016).