Project Management Report: Perfect Pergolas Construction Project

This report provides a comprehensive analysis of the Perfect Pergolas project, a construction endeavor for a school pergola. It delves into crucial aspects of project management, including project authorization, resource management, project delegations, work breakdown structure (WBS), project boundaries, and potential project adjustments. The report outlines the key steps for project authorization, identifies relevant authorities, and addresses resource management, including budget, risks, and timelines. It further elaborates on project governance, delegation stages using a RACI matrix, and the establishment of project boundaries. The report also details the project scope, potential adjustments due to reshuffling, material changes, and schedule adjustments, concluding with a summary of the project's major stakeholders, teams, scope, deliverables, risks, and proposed construction timeline within a $60,000 budget.

Perfect Pergolas Project Management
[Name]

Contents
P1: Activity 1: Introduction...................................................................................................................1
Task A: Project Authorization...............................................................................................................2
A.1 Key Steps....................................................................................................................................2
A.2 Authorities..................................................................................................................................2
Task B: Resource Management.............................................................................................................2
B.1 Business Case.............................................................................................................................2
B.2 Resources....................................................................................................................................3
Authorization.....................................................................................................................................3
P1: Activity 2 - Task C: Project Delegations.........................................................................................3
C.1 Project Governance.....................................................................................................................3
C.2 Delegation Stages........................................................................................................................3
C.3 Delegation...................................................................................................................................4
P1: Activity 3: Project Boundaries........................................................................................................5
3.1 WBS............................................................................................................................................5
3.2 Boundaries Negotiation...............................................................................................................5
3.3 Benefits........................................................................................................................................5
3.4 Project Boundaries.......................................................................................................................5
P1: WBS: Project Proposal....................................................................................................................5
Task 1: Project Scope........................................................................................................................5
WBS..................................................................................................................................................6
Task 2: Project Adjustments..................................................................................................................6
Reshuffling........................................................................................................................................6
Material Change................................................................................................................................6
Schedule adjustment..........................................................................................................................7
Conclusions...........................................................................................................................................7
References.............................................................................................................................................7

P1: Activity 1: Introduction
This is a report on project management for Perfect Pergolas which is a construction company
planning to take pergola construction project from a School whose Principle is Mr.
Archibald. The school needs a good quality pergola which has to be constructed within 3
weeks after awarding of the construction contract. The principal has three offers from
different vendors and Mr. Kevin is very keen on getting selected and is planning for the
project if it is awarded to his company. This report presents the process of authorization,
resource management, project delegations, WBS, project boundaries, proposals and
adjustments, applying the principles of project management to the case.
Task A: Project Authorization
A.1 Key Steps
Key steps involved in project authorization are project scope identification, business case
preparation, submission, and approval of the case.
A.2 Authorities
Authorities who would be approving the Pergola construction project include the School
Principle, Mr. Archibald. The selection would be based on the four criteria including quality,
ability to begin on time, ability to finish on time, and project cost (Clements and Gido 2006).
Task B: Resource Management
B.1 Business Case
Background: Perfect Pergolas is a construction company that specializes in the construction
of Pergolas and is headed by its Chief Executive, Mr. Kevin Barry. The project would bring
revenues to Perfect Pergolas.
Budget: The school has a fixed budget of $60, 000 and thus, construction has to be
completed within this amount including the profits for Perfect Pergolas (Kisongoch and
Nsubug 2013).
Risks: The project is likely to face some risks such as delays in material delivery, lack of
availability of workers, and changes in the project requirements. However, with proper
planning, these risks can be addressed or mitigated (Kisongoch and Nsubug 2013).
Timelines: The school has summer holidays that are going to be over in 9 weeks and thus,
the project has 6 weeks’ time for vendor selection and contract awarding while after the
contract is signed, the project has to be completed in 3 weeks. Thus, for Perfect pergolas, the

project would have to be completed in 3 weeks following the milestones given below
(Assuming the project begins on 1st march 2019):
Milestone Task Milestone Date
Project Authorization 1st March 2019
Project plan Approval 3rd March 2019
Contract Signing 5th March 2019
Design Approval 10th March 2019
Site Preparation 15th March 2019
Installation 22nd March 2019
Project Closure 25th March 2019
B.2 Resources
Resources needed for the Pergola construction project include Mr. Marlyn who would be
developing the design for the Pergola, suppliers for construction material delivery,
construction workers who would be executing tasks on site, and subcontractors for electrical
installation, water, and interior design.
Authorization
The business case would be submitted to Mr. Archibald by Mr. Kevin for authorization based
on which a contract would be signed and awarded for the construction of pergola to Perfect
Pergolas. The authorization from the side of the school for this contract would be done by
Mr. Archibald while Mr. Kevin would be authorizing the project deliveries from the side of
Perfect Pergolas. The design of the Pergola would be approved and authorized by Mr.
Archibald while the authority for accepting materials and beginning the construction work
would be Mr. Kevin after the contract has already been awarded to Perfect Pergolas (PMI
2013).
P1: Activity 2 - Task C: Project Delegations
C.1 Project Governance
Project governance would ensure that the project deliveries is meeting the desired standards
of the school. Governance structure would involve identification of project objectives, ways
of achieving them, and monitoring project performance (Beringer and Kock 2013).

C.2 Delegation Stages
There are three key stages in delegation on a project that include responsibility assignment,
authority delegation, and accountability creation. Responsibility assignment involves
identification of tasks that have to be performed which in the case of Pergola construction
project are identified in the WBS which has been developed by Perfect pergolas.
The next stage of delegation is assigning authority which would be done by the project
manager of Pergola construction from perfect Pergolas. The project manager would motivate
the key team workers by giving them the authority to take decisions about the tasks they
would be responsible to manage.
With authority given to people also assigned responsibility for specific tasks, accountability
will automatically be achieved in project teams as they would be obligated to perform. To
achieve this, RACI matrix would be used to define the roles and responsibilities in such a
way that it can be ensured that members given responsibilities are also made accountable
(Futrell 2002).
C.3 Delegation
The table below shows the RACI matrix for the Pergola construction project as proposed by
Perfect Pergolas.
Project
Deliverable
Project
Manage
r
Constructio
n worker
Electricia
n
Material
Supplier
s
Plumbe
r
Design
er
Sub-
contract
or
Authorizati
on
RAC CI I CI I CI RAC
Project
planning
RAC CI I CI I CI CI
Project
control
RAC CI I I I I CI
Contract
managemen
t
RAC RAC RAC RAC RAC RAC RAC
Designing CI CI I I I RAC CI
Site
preparation
CI RAC I I I CI RAC

Installation RAC RAC I CI RAC I RAC
Project
Closure
RAC I I CI I I CI
P1: Activity 3: Project Boundaries
3.1 WBS
Work breakdown structure is a tool that is used for breaking down major components of the
project into sub-components that can be managed separately. It presents the hierarchical
division of work (Devi and Reddy 2012)
3.2 Boundaries Negotiation
Boundaries are usually established at the initiation stage of the project which is essential so
that there is an agreement between the project managers and the stakeholders of the project.
Project boundaries identify what belongs and what does not belong to a project (Miller and
Turner 2010).
3.3 Benefits
Boundaries define what can be done as a part of the project and what cannot be so that there
is no confusion on what is to be delivered.
3.4 Project Boundaries
In the Pergola construction project, the boundaries of the project are restricted to site where
construction would happen. Any school area that is beyond the defined area for pergola is not
in the boundaries of the project. Thus, any work required beyond the Pergola boundaries
would not be treated as the part of the project.
P1: WBS: Project Proposal
Task 1: Project Scope
The deliverables that are in the scope of the Pergola construction project are:
 Designing architecture for development
 Project resource management
 Resource planning and delegation

 Site preparation including underground cable check, rules assessment, site
clearing, facilities, formwork and excavation
 Management of quality as per the desired standards for school Pergola
 Getting authorizations from local council for construction work
 Installation of pergola, water, and power supply
The tasks that would not be in the scope of this project include:
 Interior designing
 Construction work beyond the boundaries of Pergola project
WBSWork Breakdown Structure Diagram
Auhorities
Review Meeting
Project Charter
Approval
Project Management:
Pergola Construction
Initiate Project
Project Authorization
Plan Project
Project Planning Project Control
Plan Project plan
Approval
Work
Breakdow
n Structure
Resource
Planning
Delegation
Scope
Managem
ent
Resource
management
Project Scope
Business case
Roles &
Responsbilities
Resources
Project
Governance
Authorization
Quality
management
planning
Execute and
Control Project
Vendor
Evaluation
&
Selection
Authorization Designing Site preparation
Close the
Project
Contract
Quotes
from
vendors
Awarding
contract
Developm
ent
Application
Constructi
on
Certificate
Council
Approval
Architectu
re
Shades
& blinds
selectio
n
Finalize
design
Undergroun
d cable
service
check
Building
rules
assessme
nt
post
project
review
Billing
Clear site
Establish
site
facilities
Formwork
Excavation
Installation
Site
Inspection
Pergola
material
delivery
Concreting
Pergola
Installation
Water &
power
supply
Installation
Formwork
stripping
Task 2: Project Adjustments
Reshuffling
If there is a reshuffling in the company that has caused deprivation of some of the workforce
on the project, it could severely affect both the costs and the schedule of the project as less
workforce would not be able to finish the project on time and extension would also need
adjustments in cost elements. Items that would have expenses adjustments would have to be
validated by the project team and accordingly, changes have to be made in the project plan
including resource allotments and schedules.

Material Change
If there is a change in material requested by client then a change request would be raised
along with justification of how business case is changed and how changes in material can still
bring profits to the company. If the materials required then have more costs than initially
planned then cost adjustments would have to be made in the plan and approval for additional
funds have to be taken from the client (Heerkens 2015).
Schedule adjustment
If the project is nearing the date of completion and the team realizes that it would take
additional month to complete, the project manager would record the adjustments that it would
need in the cost and schedule to be able to extend the project by a month. Contingency fund if
set aside would be utilized to pay for the extra month and in the case this fund is insufficient,
approval has to be taken from the sponsor to provide additional funds needed for the project
with justification of the cases behind the day. If inevitable causes have lead to the delays then
the sponsor can be convinced on providing additional funds for the project to proceed.
However, this extension would also affect the plan of school to reopen as the students would
start to join while Pergola is still under construction, The project manager in that case can
hire more workers to speed up the work and accordingly make adjustments in the cost and the
schedule so that the project could be finished before the school reopens (William Dow and
Taylor 2010).
Conclusions
This report was prepared as a proposal for Perfect Pergola which is planning to take up
pergola construction project for the school. The proposal identified the major stakeholders of
the project, teams that would be employed at work, project scope and deliverables, risks and
adjustment needs. The proposal suggests construction of the pergola in 3 weeks’ time as was
proposed by the school. For this project has been given a budget of $60,000 as funded by the
school. The report detailed the process of authorization, resource management, project
delegations, WBS, project boundaries, proposals and adjustments, applying the principles of
project management to the case. It helped the company make out how project would be
managed before its business case can be approved.
References

Beringer, C. Jones, and A. D. Kock. 2013. “ Behavior of internal stakeholders in project
portfolio management and its impact on success.” International Journal of Project
Management 31 (6): 840-846.
Clements, J. P., and J . Gido. 2006. Effective Project Management. Thompson.
Devi, T., and V. Reddy. 2012. “Work Breakdown Structure of the Project.” International
Journal of Engineering Research and Applications 683-686.
Futrell, Robert T. 2002. Quality Software Project Management. Pearson Education India.
Heerkens, G. 2015. Project management. Mcgraw-Hill Education..
Kisongoch, Gerald, and Abdul Nsubug. 2013. IT Project Management Methodology : Project
Scope Management Support Guide. NITA.
Miller, R, and R. Turner. 2010. “Leadership Competency Profiles of Success Project
Managers.” International Journal of Project Management 28 (5): 437-448.
PMI. 2013. A Guide to Project Management Body of Knowledge. PMI.
William Dow, and Bruce Taylor. 2010. Project Management Communications Bible. John
Wiley & Sons.