PPMP20009 Leading Lean Projects Report: Addressing Project Challenges

This report, submitted for the PPMP20009 Leading Lean Projects course, addresses critical issues in a home building project. The project faced challenges with subcontractor and vendor performance, a lack of objective data for management, the absence of a risk management plan, and insufficient leadership capabilities. The report proposes solutions including efficient project review and reporting mechanisms, and the implementation of seven quality control tools to manage subcontractors and vendors more effectively. It also details the development of a robust risk management plan and discusses appropriate leadership styles to improve project outcomes. The report emphasizes the importance of these measures for successful project completion and provides practical strategies for their implementation.

Running head: PPMP20009 LEADING LEAN PROJECTS
PPMP20009 Leading Lean Projects
Name of the Student
Name of the University
Author Note

1PPMP20009 LEADING LEAN PROJECTS
Executive Summary:
A specific type of project can face several types of issue during the execution phase. In this
report, a home building project has been evaluated that is currently facing four important issues.
The first issue occurred due to inappropriate reviewing and reporting of the project. As a solution
effective and efficient project review and report procedure has been discussed in this report. The
other issues that are associated with the project are the lack of data for objectively managing the
subcontractors and the vendors, failing to develop a risk management plan and lack of leadership
capabilities. For managing the vendors and the subcontractor utilization of the seven quality
control tools has been done in this report. The issue regarding risk management plan has been
resolved by the explanation of effective risk management plan and lack of leadership skills has
been addressed by explaining appropriate leadership styles that can be employed for this project.

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Table of Contents
Introduction:....................................................................................................................................3
Improving the Performance of the Subcontractors and the Vendors:..............................................4
Effective and Efficient Project Review and Reporting Mechanism:...........................................4
Objective Management of Subcontractors and Vendors:................................................................6
Cause and Effect Diagram:..........................................................................................................6
Check Sheet:................................................................................................................................7
Control Chart:..............................................................................................................................8
Histogram:...................................................................................................................................9
Pareto Chart:..............................................................................................................................10
Scatter Diagram:........................................................................................................................11
Stratification:.............................................................................................................................12
Effective Risk Management Plan:.................................................................................................12
Conclusion:....................................................................................................................................17
References:....................................................................................................................................19

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Introduction:
Appropriate project management is very much important for the projects to become
successful (Meredith, Mantel Jr & Shafer, 2017). Previously a project management contract has
been taken for the construction of a home. The home building project was started and that project
was consisting a deadline about 12 months. Though the project was started appropriately, there
was various of issues that occurs within the project. The first issue that occurred with the project
was performance of the sub-contractors and the vendors. Here, it has been assessed that both of
them were performing low which was having a direct impact over the project. The main reason
behind this was lack of proper reporting procedure (Tan, 2019). Another issue regarding that was
unable to make informed decision as there was no data to objectively manage the vendors and
the subcontractors. Also, the project failed to develop a risk management plan for assessment of
the risks. Also, there was lack of leadership capabilities which negatively impacted the overall
project.
As there are several of issues that associated with the current project, it is important to
take necessary actions for proper mitigation of these issues. Thus, in this report necessary actions
will be taken and for that appropriate project management processes will be discussed.
Implementation of these new measures will be also discussed in this context. Specifically, an
explanation will be provided for efficient and effective project reporting and review mechanism.
In the following section the utilization of seven quality control tool will be demonstrated.
Following that explanation will be provided for an effective risk management plan. In the further
section of this report appropriate leadership style will be also discussed managing this house
building project successfully.

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Improving the Performance of the Subcontractors and the Vendors:
During this project it has been assessed that there is a vast issue regarding the
performance of the vendors and the subcontractors. As the performance of them was not up to
the mark the project was facing several of issues. The main reason, that has been identified
behind this kind of performance of the subcontractors and the vendors is that proper reporting
procedure has been not instituted them. For this reason, this type of issues is occurring within the
project. So, to solve this issue it is very much important that both of the subcontractors and the
vendors utilizes effective procedure for the project reporting. For an effective procedure of
project reporting first it is very much important that the project is reviewed properly (Kokotsaki,
Menzies & Wiggins, 2016). Thus, in the following section appropriate procedure for the project
reviewing and reporting is discussed.
Effective and Efficient Project Review and Reporting Mechanism:
For successful completion of a project it is crucial to develop an effective and efficient
project review and reporting mechanism (Derakhshan, Turner & Mancini, 2019). In this project,
proper monitoring of the project execution is not done and due to this factor appropriate project
review and reporting is required for the controlling and monitoring purposes.
Considering the project review process there are several of steps that are associated so
that proper monitoring and controlling of the project can be done. While a project will be
reviewed several of aspects of the project need to be considered. These aspects include openness
of the project, objectivity of the project and what is the potential success rate for the project
(Albert, Balve & Spang, 2017). One of the important procedures that can be followed for proper
review of the project is performing a gap analysis. By performing the gap analysis, it can be
easily evaluated that how closely the project is performing with the original objectives of the

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project. Another important aspect for proper review of the project is determination of whether
the project goals are achieved or not. Here, error rates in the project and the necessary control
system for those errors are evaluated. Also, determining the satisfaction of the stakeholder of the
project is another option that can be used for the review purpose of the project (Güngör & Gözlü,
2017). Also, the cost and benefit of the project can be measured for the successful review
purpose of the project.
Now, after proper reviewing of the project it is also crucial to appropriately report the
review of the project that is required in this case. For appropriate reporting of a project it is
important to develop a project status report. In this aspect, the are some general checklist that
must be included while developing the project report. In this way, current issue of project
reporting with the subcontractors and the vendors can be mitigated. For proper reporting of the
project, first general project info should be included in the report. Also, the present status of the
project at the time of writing the report should be included in the project (Keil et al., 2019).
Following that, the milestone review for the project need to be included in the report. Other two
important elements that should be included in the project report are the metrics of the project and
issue and the risks associated with the project. In this way, an appropriate reporting for the
current project can be done which will be solving the current problem for the subcontractors and
the vendors.
For the implementation of these new control measures meetings will done in some phases
with the project subcontractors and the vendors (Zimmermann & van't Veer, 2018). This is quite
an effective way for the implementation of these new control measure. In this way the new
control measure for an effective and efficient project review and reporting process can be
achieved.

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Objective Management of Subcontractors and Vendors:
One important issue that occurred in this project that both of the subcontractors and the
vendors are not managed objectively. Due to this, the project failed to create any type of
informed decision. Thus, it was important to mitigate this issue. In this aspect it has been
assessed that project management process of seven quality control tool is quite effective for
developing the performance data of both vendors and the subcontractors. So, in the following
section the use of these seven quality control tools are demonstrated.
Cause and Effect Diagram:
The cause and effect diagram that is also known as the fishbone diagram is capable of
identifying various of potential causes for a specific effect and it also sorts ideas among some
useful categories (Chowdhury & Deb, 2017). The cause and effect diagram can be used in two
ways. First, it can be used for identification of potential causes of a problem. Second, it can be
used while thinking of a team fall into ruts.

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In the above example of cause effect diagram is provided. It clearly shows what can
causes a defect in the process of building creating. This issues can also occur for this project.
Check Sheet:
The check sheet is a structured form that is used for collection and analysis of data. This
is actually a generic tool that can be used for various of purposes related to project management.

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Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Defect 1
Defect 2
Defect 3
Defect 4
Defect 5
Defect 6
Defect 7
Defect 8
Defect 9
Defect 10
TOTAL
TOTAL
Dates
Defect Types/
Event Occurrence
In the above section an example of check sheet has been provided. Here, the check sheet
can be used for analysis for the observed defect in each day. The above checklist supports
observation of maximum 10 defects per day and that can be also modified as per the
requirement.
Control Chart:
The control chart actually utilizes a graph which demonstrates how a process changes
over the time. In the current aspect the control chart can be used for comparison of current data
with the historical control limits. Here, from the comparison it can be concluded whether the
variation in the process is in control or it is out of control.

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In the above section an example of control chart has been presented. From this chart it
can be demonstrated that for executing the current home building project there are total 10 types
of project ways. The data shows in project 3 chances of rework for the project is above the
control limit. So, it should be avoided.
Histogram:
Histogram is another graph presentation tool and one of the most commonly used seven
quality control tools (Gupta & Dhingra, 2016). Here, the histogram can be used for representing
distribution of the frequency or it can be demonstrated how often each different occurs within a
data set.

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The above diagram is an example of histogram chart. In this chart it is shown that the
defects made by the subcontractors and the vendors per week and the frequency of the error. This
is useful for the performance evolution.
Pareto Chart:
The pareto chart is actually a bar graph. The pareto chart can be used in this context for
showing which factor are the most important.
The above diagram is the example of a pareto chart. It shows the error done by the
subcontractors and the vendors. It shows the wrong item delivery percentage, similar item
delivery percent, over count problem, measurement fault and the under count issue.

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Scatter Diagram:
The scatter diagram is also a graph representation but it is associated with the numerical
data (Videiro et al., 2019). This is basically a pair of numerical data where one variable is used in
each of the axis. This can be used for representation of relationship among the two variables.
The above is the example of scatter diagram. The line shows the budget of the project
that can be adjusted with the number of building materials required. From the graph it is shown
that the prices charged by the vendor for the units purchased are for the project for different kind
of materials.

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Stratification:
The stratification is specific technique that is used for separating the data gathered from
different types of sources for revealing the pattern among those data.
The above is an example of stratification diagram. Here, the pink is material 1, blue is
material 2 and green is material 3 that can be used for the home building project. The above
representation shows how much these materials are efficient in for a specific amount of quantity.
Effective Risk Management Plan:
Construction of this house is full of risk as a result of hazardous environment. The overall
success of this house construction project is completely based on proper implementation of risk
management plan. In the current competitive environment of business, organization need to have
a safety standard in the process of production (Yahaya & Ebrahim, 2016). Risk management can
be stated as the process which can be used for eliminating different risk during this project. In the
construction of house, there are many uncertain environments where this project stands out to be

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a bit complicated as a result of risk. For proper constriction of this house, there is need for
implementing proper risk management plans.
Risk Management plan is all about different kind of activities or even planned action which
affects the output of project. This particular step help in ensuring the point that there is low level
of impact of risk. This house construction project needs to be effectively managed for tackling
risk and achieving overall success. Proper analysis of different kinds of risk can be easily done
within the given time period (Anderson & Sun, 2017). Project team of this house construction
need to have updates on a regular basis by using risk matrix. It is mainly done so that the risk
management process can be effectively monitored. By making use of the risk management
matrix, all the required risk can be analysed in an effective way. Some of the required process for
risk management are
 Risk identification
 Risk assessment
 Risk Control
 Risk Treatment
 Risk Monitoring
 Movement of risk.
Roles and responsibilities: Person involved in managing the risk in the house construction
project are given as follow:
 Embedding risk management and limiting risk for different activities of management so
that all the risks can be managed effectively.
 There is a need for acting in timely way so that all the risk can be identified easily

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 Employees of this house construction need to properly process so that they can identify,
monitor, measure and lastly even report risk.
 In addition, there is a need for development of a risk management plan so that it can meet
the needs of project.
Risk Categories: It is all about analysing different kind of risk on the concept that can improve
both delay and degrade in project. For the construction of this house, there are some strategic
risks that are technological and other kind of business risk (Rawat et al., 2019). In addition, it has
some operational challenges like a minimum number of staff, financial loss and lastly human
error.
Risk Event Impac
t
Probabilit
y
Level
of Risk
Consequence
s
Contingency
plan
Anticipatio
n
Risk of
wrong
design
5 3 Mediu
m
It merely
affects the
progress of
project
Focusing on
the installation
parts until
finishing of
the redesign
project.
Making
contact with
the well-
known
organization
in this field.
Lack of
updated
Document
4 3 Mediu
m
It will directly
affect the
construction
of house
Making use of
construction
documents as
the temporary
solution. This
is to be done
Coming up
with both
hard copy
and soft
copy of both
drawing and

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until and
unless
complete
drawing has
been received.
documents.
Untrained
people for
handling
the project
4 4 High It will directly
affect the
construction
of the house
These people
need to be
provided with
short and
intense
training until
and unless
commissionin
g of project.
Requires the
involvement
of some
operation
and
management
team.
Waste
generated
as a result
of house
constructio
n
4 4 High Human
injuries
Damage to
the
equipment’s
Providing
safety to the
location
There is a
need for
establishing
a connection
with toolbox
prior to
starting of
job.

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Leadership Style for managing Project:
Construction Industry requires a need for leadership in comparison to others in the
industry. Most of the reason supports the notion which is completely evident from the nature of
construction project and construction projects. Construction of this house is very much complex
in terms of technology and it requires the involvement of skill combinations (Ricard et al., 2017).
Members from different construction disciplines and make leadership very much important in the
whole industry. Leadership stands to be as one key success factor in any given activity which
requires collaboration among a group of people. Both success and failure of the project are
completely based on the project leadership and how the people interact with these (Sadgrove,
2016). Some of the well-known leadership style is autocratic leadership, democratic leadership,
and transformational leadership, transactional leadership and lastly democratic leadership.
For the construction of this house, there is a need for following transformational
leadership style. It is all about empowering the team members to develop a certain number of
decisions which is based on information. This merely provides little kind of control over the
whole decision-making process. The whole process stands out to be a bit time-consuming but it
is useful when the team members are committed to best interest of organization (Barafort,
Mesquida & Mas, 2017). Transformational leadership has been completely designed for carrying
a certain number of changes to the management team. Leaders in most of the cases are found to
be completely charismatic and vision with certain plans. This merely focuses on how the changes
are seen in the department of the organization. Transformational leadership stands out to be best
when the morale of team performance. It stands out to be disappointing with the earlier
leadership. Transformational leadership needs to be completely careful and should not change
things in a quick way. Some team members can easily react positive with this kind of leadership

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(Fraser & Simkins, 2016). Other people can contribute to certain number of projects which tend
to feel resented. This is mainly seen when the work responsibilities of the individuals are
completely changed.
In comparison to another kind of leadership, transformation leadership shines a lot. It
stands out to be an effective approach that encourages the employee to think in critical way.
Understanding this leadership style, leaders come up with a big vision and they are even
charismatic and motivation in nature (Uhl & Gollenia, 2016). Transformational leaders need
some managers who come up with suitable approach for ensuring each of the tasks and day to
day processes.
Conclusion:
From the above discussion it can be concluded that appropriate project management
procedure is very much important for successful completion of a project. In this case the project
management process for a home building project has been evaluated where various of project
related issues has been identified. Currently, there is total four important issues that the project is
facing. These issues are the lack of appropriate performance of the subcontractors and the
vendors due to improper project review and report and failure in making informed decisions as
there are not enough data for objectively managing the subcontractors and the vendors. Also, the
other issue is the failing to develop a risk management plan and lack of leadership capabilities.
Thus, in this paper appropriate remedies for these identified issues has been presented. For
solving the first identified solution, explanation regarding an effective and efficient project
reviewing and reporting has been evaluated. In the following section of this report demonstration
has been provided regarding utilization of seven quality control tools through which
subcontractor and vendor performance data can be generated. Through this way, the second issue

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has been resolved. The third issue regarding the project was failure to risk management plan
development. For the mitigation of this issue in this report proper explanation has been provided
regarding an effective plan for the risk management. Finally, the last problem assessed for the
project was lack of leadership capabilities. In this report for properly managing this issue an
explanation has been provided regarding the appropriate leadership styles that can be used in this
project for completion of this project successfully.

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