Project Management Report: Key Aspects of Project Management for DCL

This report provides a detailed analysis of project management principles, focusing on the "Pandemic Centre" project undertaken by DCL. It begins by defining essential characteristics of a project, such as its temporary and unique nature, and then explores the reasons why projects often fail or ...Read More

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Defining essential characteristics of a project.............................................................................1
Explaining reasons why various projects fails as well as runs over budget................................1
Briefly describing each of Five stages in Project management addition to discussing few
words about benefits of managing projects in well structured aspects........................................2
Discussion of impacts a good together with bad Team may have in achieving along with
managing project objectives or goals...........................................................................................2
Listing nine knowledge areas within project management as well as briefly explaining
importance of any two of them....................................................................................................2
Listing five attributes of project manager and discussion of any two of characteristics as well
as giving reason why they are important.....................................................................................3
Some of benefits of using network diagram................................................................................3
TASK 2............................................................................................................................................5
CONCLUSION................................................................................................................................4
REFERENCES................................................................................................................................5

INTRODUCTION
Project Management refers to the application of specific processes, techniques and
methods which are used to ensure that the projects of different types are managed successfully
(Bass, Pejcinovic and Grant, 2016). Therefore in this way it can be ensured that a right way of
doing a project is selected which will help in achieving the particular goals and objectives which
are related with the project. This report will focus on a project named “ The Pandemic Centre”.
This project will be fulfilled by DCL which has been given the contract of installing, testing and
commissioning the IT and Communication infrastructure for this particular project. In this
assignment, focus will be made on the various aspects related to project management.
Additionally, it will specifically analyse the activities which are required to manage a project
successfully so that it is able to achieve its goals and objectives without facing problems and
issues in the future.
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TASK 1
Defining essential characteristics of a project
A project is unique, progressive together with temporary attempts that are made for
producing some types of tangible as well as intangible outcomes. Project is temporary in nature
together with have proper starting and end dates (Kokotsaki, Menzies and Wiggins, 2016). It is
great opportunity for people and company to attain objectives effectively by executing changes.
For example, The Pandemic Centre is a project of Docklands Communications Ltd. Key
characteristics of project are as defined:
 Temporary: This is essential characteristics of project that means a project includes
finite beginning together with finite end.
 Progressive Elaboration: When project achieves progress, continuous investigation
addition to improvements are available which permits wider accurate along with
comprehensive plans.
 Unique deliverables: All projects have objective of producing certain deliverables that
mat be a product or another outcome.
Explaining reasons why various projects fails as well as runs over budget
There are cases when projects fails and runs over budget. Some of the reasons are as
explained:
 Lack of project management experience: It is one of reason because of which a project
fails and goes beyond the set budget. As planning goes to another stage, it requires
additional personnel for managing the achievements of project. Until, a person gains
experiences they do not become good managers. However, a mismanaged project results
in poor budget management as well as missed deadlines.
 Unexpected changes: Other reason for failure and cost overruns of a project is
unexpected changes. It may not be associated to scope creep but can be related to some
changes which are not accounted for budget (Goedeke, Mueller and Pankratz, 2017). The
changes can occur because of a realisation that certain things were not included or should
be added. Implementation of unexpected changes results in complexities in working as
per set budgets and obstacles in success path.

Briefly describing each of Five stages in Project management addition to discussing few words
about benefits of managing projects in well structured aspects
According to Eby (2018), project management is an effective process to lead activities in
a team for meeting success criteria. Key stages in process of project management are as follows:
Project Initiation: This is first step of lifecycle of project in which values and feasibility
of project are measured.
Project planning: Herein, project gains a green light and a solid plan is prepared for
guidance purpose to team and completing workings as per budget.
Project execution: It is related to building deliverables which satisfy customers.
Project monitoring: The stage includes keeping track of whole project and its metrics
covering team performance, task duration and many more.
Project closure: it is last stage wherein project results are delivered to customers.
Managing project in well structured manner have various benefits. This improves
motivative level of employees and making huge profits.
Discussion of impacts a good together with bad Team may have in achieving along with
managing project objectives or goals
Good team impacts positively on achieving objectives of project management. A well
organised of good team takes the project to higher level and produces motivation among team
members, completing of day to day activities effectively and generating better end results which
ultimately leads to making bigger profits that is main objective of project management.
However, bad team may impact negatively in managing projects and its goals (Hevner and
Gregor, 2020). It is because bad team do not work timely and creates conflicts that makes it
critical to manage project and its related objectives.
Listing nine knowledge areas within project management as well as briefly explaining
importance of any two of them
In project management, knowledge areas are project risk management, quality
management, scope management, human resource management, integration management, time
management, communication management, cost management and procurement management.
Importance of the two are as follows:
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Project risk management: the knowledge area is important to prevent risks in project
that can result in failure. It implies effective control on possible upcoming events to gain success.
Project quality management: It is important knowledge area as it helps in attaining
highest quality in the project and focusing on requirements of customers. Moreover, it plays
significant role on meeting and exceeding essentials or needs of stakeholder.
Listing five attributes of project manager and discussion of any two of characteristics as well as
giving reason why they are important
The five attributes of project manager are delegation skill, competence, team building
skill, communication skill and problem solving abilities. The discussion and importance of two
characteristics are as follows:
Problem solving skill: Effective project manager must be able to resolve all kinds of
problems across all stages of project (Meng and Boyd, 2017). It is important as the attribute
helps in thinking new ideas, making things easier and solving queries of team members to
complete project promptly.
Delegation skill: The attribute helps in assigning together with overseeing tasks to
manage a project. It is an important attribute within project manager as it makes the manager
able to divide as well as allocate workings as per subordinates area of interest and potential.
Some of benefits of using network diagram.
Network diagram refers to graphical representation of entire project. It is made of series
of connected boxes together with rows to illustrate interrelations among activities that are part og
project. Benefits of using network diagram are as follows:
 Justifying time estimates: Network diagram defines the ways activities are interrelated
with others from initial phases of project to end. Use of network diagram assist in
justifying time estimates for a project.
 Analysing workflow of activities: Network diagram shows sequence of activities which
states which activity will start after completion of the preceding.
The project will take 70 days for completion as the project will take 10 weeks to get
completed and each week have 7 days.
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TASK 2
Project Management involves different types of activities which can be undertaken for
the purpose of successfully managing the project in the right manner. The following activities are
required to be undertaken by DCL for ensuring that it is able to start working on the project of
The Pandemic Centre. The activities in project management are explained as follows-
 Project planning- It refers to the plans which are required to be made for the execution
of the project (Bierwolf, 2017). Detailed planning process has to be followed by the
organizations so that the overall success of the project can be ensured. In the completion
of project of The Pandemic Centre DCL will need to frame a detailed plan so that it is
able to set up its IT infrastructure of the project in a highly effective manner. For this
DCL will be required to identify the needs and requirements of IT systems and
infrastructure in The Pandemic Centre so that information of the patients can be stored in
the right manner and make proper plans for setting these systems and infrastructure
effectively and efficiently.
 Scope management- It means the scope of the project at which it would be conducted. It
is quite important to be considered because in this way the decisions regarding the project
are taken appropriately. The project of DCL related to setting up IT systems and
infrastructure in The Pandemic Centre is of a large scope and the company is working on
such a big project for the first time. Thus the tasks which will be carried out by the
company have to be large in their scope and range ensuring successful completion of the
project.
 Estimation management- In any project, there has to be a proper estimation of the cost
which is involved in completing it successfully (Chan and et.al., 2018). DCL will be
required to make a budget estimating its costs in the completion of the project of
providing IT facilities in The Pandemic Centre. It will need to do evaluation of its costs
as the maximum budget which has been sanctioned for this project is 15,00,000 pounds
under which the project is required to be completed.
 Scheduling management- The projects should have a proper schedule which can be
prepared for properly executing the project (Danesh, Ryan and Abbasi, 2018). Therefore
DCL will make the use of Gantt Chart in which different tasks will be considered and the
overall time period of completing the tasks is given. The tasks will be spread
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appropriately so that the IT system in The Pandemic Centre can be developed according
to the needs and requirements.
 Project resource management- This is concerned with getting the appropriate resources
for the project for their successful completion (Koke and Moehler, 2019). Thus the
completion of project related with IT system in Pandemic Centre by DCL has to be
completed by making sure that the appropriate resources which are related with the
project can be gathered. This will be quite helpful in making sure that the project is
completed successfully and within the set duration of time.
 Project risk management- This is concerned with managing the risks which are
associated with the management of the project. Every project has a certain level of risk
which can be associated with it. Thus setting up of IT system in Pandemic Centre by
DCL faces various risks. Thus the requirement from the Project Manager in the company
is to identify them and ensure that appropriate techniques are used for reducing them.
 Project communication management- This means managing the level of
communication which is required for the purpose of managing the project successfully.
DCL has to ensure that its different teams properly cooperate and coordinate with each
other and are able to communicate effectively so that they can complete this project of
setting up IT system in Pandemic Centre within the set period of time.
 Project configuration management- This refers to the change in the software like
requirements, design and development of the project. For setting up IT system in
Pandemic Centre DCL needs to make sure that the software requirements which are
related to setting up of IT system are met effectively which will help a lot in completing
the project successfully.
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Project management system- It is a system for managing the project by proper
planning,scheduling, organising and managing its various aspects. In context to DCL there is a
project name as “The Pandemic Centre” is there in which organization have to install IT
facilities. Project manager is responsible for the management of all projects which are
undertaken by the company. They can manage the project in following steps-
 Hierarchy- In this system reporting hierarchy is present. So every project member have
responsibility to give report to a functional head as well as to project head. It create the
facilitative organizational very well, this system deal with placing the people on right
place. In context to DCL, lower department haver to give report to the functional head so
there is coordination is maintain with all of the member.
 Project planning- this system deal with planning of program, portfolio. In context to
DCL, manager will plan the project and take necessary steps for effective planning to
earn more profit and increase the company productivity.
 Project control- this system include the process for controlling the project execution. It
means the money incur for the project is match with the expected amount if it is not
match then corrective measure should be taken .In context to DCL, controlling of project
is main part for their project management because through this manager is able to know
that the expected amount of project is match with standard amount or not.
 Project management information – This procedure include everything all the
information which include communication plans and database. In context to DCL all the
information is available to manager regarding their database, financial analyse and plans
to execute.
Techniques and cultural procedure- this system consist different technique which are critical
path method, program evaluation and review technique for the execution. It also include
organization culture in project management. In context to DCL both technique is used for
executing a project and company culture is also important for project member to do effective
work.
For the purpose of successfully completing a given project different types of actions can
be undertaken. These actions are explained as follows-

 Planning for the project- A proper plan needs to be prepared for the project so that it is
managed successfully (Konstantinou and Müller, 2016). Thus DCL needs to ensure that a
detailed plan is created by it so that it is able to identify the right way in which the project
of setting up IT system in The Pandemic Centre can be completed successfully. The
Project Manager has to take an action here related to creating a specific plan in which the
different aspects related to the project can be explained in detail.
 Conducting a feasibility study- A feasibility study has to be conducted by the Project
Manager for finding out the feasibility of the project which is being undertaken (Kucher,
Heldak and Orlenko, 2018). Thus it is required from DCL that it is able to assess the
feasibility of setting up IT system in The Pandemic Centre which will help it a lot in
completing the project in the right manner effectively and efficiently. The Project
Manager therefore has to take an action here for preparing a feasibility study which will
help in assessing the overall profitability level related with the project.
 Scheduling the project- A proper schedule is required for the project to be completed
successfully and within time (Lehnen, Schmidt and Herstatt, 2016). Thus as Project
Manager of DCL the action which is required to be taken here is to prepare a Gantt Chart
in which the different tasks will be allocated specific time for the completion of the
project related to IT systems and communication can be completed successfully.
 Completing the project- It is crucial that the right steps are taken so that the project can
be completed successfully. As Project Manager of DCL the action which can be taken
here is that the steps must be arranged successfully so that the project related to setting up
IT infrastructure and communication in The Pandemic Centre can be completed in time.
Thus, the above mentioned project process can be selected for the purpose of ensuring
that DCL is able to successfully complete the project effectively and efficiently. In this way the
company will be able to ensure that the project of IT systems in The Pandemic Centre would be
completed in the right manner.
For successfully completing the project on IT system in The Pandemic Centre the
requirement from DCL is that it should make the use of Project Life Cycle. This cycle contains 4
stages which are explained as follows-
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 Initiation phase- In this phase, the aim is to initiate the project with the needs and
requirements which are associated with it. Therefore the Project Manager of DCL is
required to ensure that all the bases related with the project of setting up IT and
Communication system in The Pandemic Centre are clear which will help a lot in
successfully starting the project.
 Planning phase- In this phase, the aim is to make sure that appropriate plans related to
carrying out the project successfully are made. Thus the Project Manager of DCL has to
make sure that appropriate plans are made which will help a lot in successfully setting up
IT and Communication system in The Pandemic Centre thereby helping in the successful
completion of the project.
 Execution phase- In this phase, the requirement is to make sure that the execution of the
project is done properly using the right methods and techniques. Therefore the Project
Manager of DCL has to ensure that the execution of the different activities related to the
project of setting up IT and Communication system in The Pandemic Centre can be
completed successfully by properly executing the activities.
 Project closure- Here, the project is successfully completed and the project is closed
after its success. Thus the Project Manager of DCL will be required to ensure that its
project of setting up IT and Communication system in The Pandemic Centre can be
closed after it achieves success.
Administration and Control problems in managing life cycle of the project-
 Undefined goals- A Project Manager has to face the problem of undefined goals when
the project is started (Mejía and et.al., 2016). This problem is faced when the various
team members do not understand the nature of different types of goals which have been
given for a specific project. Thus the Project Manager of DCL can also face this problem
if the goals which are related with the project in The Pandemic Centre are not clear. This
problem can be faced in the Initiation phase of the project.
 Scope changes- A Project Manager can face this problem when there is a change in the
scope of the project (Neves, Borgman and Heier, 2016). The Project Manager of DCL
can face this problem when the scope of the project is not clear and thus this can create an
impact on the plans which have been created. This problem can be faced in the Planning
phase of the project.
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 Inadequate skills for the project- Sometimes the project manager faces this problem
due to which the project faces difficulties in being implemented properly. The Project
Manager of DCL can face this problem if the skills are not applied effectively. This
problem is generally faced in the Execution phase of the project if the team members who
are working in a project do not display the appropriate skills which are needed for the
successful completion of the project.
 Lack of accountability- Sometimes the projects are completed incorrectly and the
people who are responsible for it do not display the accountability which is required for
the same purpose. Thus the Project Manager of DCL can face this problem if the team
members in the project team do not take up accountability for completing the project in
the wrong manner. This problem is faced in the Closing Phase of the project when the
people who have done mistakes do not take up the accountability for the same.
CONCLUSION
From the above report, it can be concluded that Project Management refers to the ability
of managing the projects in the right manner so that they can be completed successfully and
within the stipulated time. Using it, the project which has been undertaken can be managed
skilfully leading towards the achievement of higher-level goals as well as objectives in the
future. The Project Managers are required to have this ability which will help them in becoming
efficient, effective and productive in the management of a particular project. Therefore this will
be quite helpful in creating an advantage for a company. There are multiple elements within it
which are required to be understood before undertaking a particular project. For managing the
projects successfully it is required that the Project Managers are able to apply appropriate
methods and techniques which will be quite helpful for them in managing the projects
successfully in the right manner.
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REFERENCES
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IEEE.
Bierwolf, R., 2017. Towards project management 2030: Why is change needed?. IEEE
Engineering Management Review. 45(1). pp.21-26.
Chan, A. P. and et.al., 2018. Critical review of studies on building information modeling (BIM)
in project management. Frontiers engineering management.
Danesh, D., Ryan, M. J. and Abbasi, A., 2018. Multi-criteria decision-making methods for
project portfolio management: a literature review. International Journal of Management
and Decision Making. 17(1). pp.75-94.
Koke, B. and Moehler, R. C., 2019. Earned Green Value management for project management:
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Konstantinou, E. and Müller, R., 2016. The role of philosophy in project management.
Kucher, L., Heldak, M. and Orlenko, A., 2018. Project management in organic agricultural
production. Agricultural and Resource Economics: International Scientific E-Journal.
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Lehnen, J., Schmidt, T. S. and Herstatt, C., 2016. Bringing agile project management into lead
user projects. International Journal of Product Development. 21(2-3). pp.212-232.
Mejía, G. and et.al., 2016. A Petri Net-based framework for realistic project management and
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Neves, F. G., Borgman, H. and Heier, H., 2016, January. Success lies in the eye of the beholder:
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49th Hawaii International Conference on System Sciences (HICSS) (pp. 5878-5887).
IEEE.
Goedeke, J., Mueller, M. and Pankratz, O., 2017. Uncovering the causes of information system
project failure.
Hevner, A. and Gregor, S., 2020. Envisioning entrepreneurship and digital innovation through a
design science research lens: A matrix approach. Information & Management,
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Kokotsaki, D., Menzies, V. and Wiggins, A., 2016. Project-based learning: A review of the
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Meng, X. and Boyd, P., 2017. The role of the project manager in relationship management.
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Online:
Eby. K. 2018. Demystifying Five phases of project management. [Online]. Available through :
<https://www.smartsheet.com/blog/demystifying-5-phases-project-management>
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